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By karthikeyan
(Karthikeyanp1981@gmail.com)
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Oracle Applications R12 – Subledger Accounting
TABLE OF CONTENTS
Introduction
Accounting
>> Accounting in General
>> Accounting Concepts and conventions
>> Fundamental Accounting Assumptions
>> Types of Accounting Methods
>> Types of Accounts
>> Rules of Accounting
>> How journal entry is created.
>> Statutory Compliances
Subledger Accounting
>> What is Subledger Accounting
>> Need for Subledger Accounting
>> How SLA is different from the Accounting done in earlier releases?
>> Advantages of SLA in REL 12
>> New Features/Functionalities in Subledger Accounting
>> Subledger Accounting Structure
>> Modules that are covered by Subledger Accounting in Release 12
>> Types of Subledger Accounting Methods
>> Security Controls built in SLA
Reconciliatio
>> What is Reconciliation
>> Need for Reconciliation
>> Types of Reconciliation
>> Oracle suggested Reconciliation methodologies
=>Accounts Payables and General Ledger
=>Accounts Receivables and General Ledger
=>Assets and General Ledger
Functional Overview
>> New Concurrent Programs
>> New Standard Reports or Reports owned by SLA
>> New Profile Options
Technical Overview
>> Table Names
>> Accounting Packages
>> Menu
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Implementation Considerations
>> Role of Consultants
>> Usage of SLA Method
Navigations
>> Important Navigations
Sources of Information
>> Oracle User Guide
>> Oracle Metalink Notes and White papers
Authors Corner
>> Question and Answers
>> Points to Remember
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Oracle Applications R12 – Subledger Accounting
Ever since Release 12 has hit the market, there have been many talks on the architectural
changes and new functionalities; most of them who worked on release 12 environments
will have questions on the stability of this product as a whole.
There were so many misunderstandings with respect to each and every change release 12
has made from the previous releases. Few of such features were Ledgers in place of Set
of Books (General Ledger), Payment Manager in place of Payment Batches (Payables)
etc. to name few of many major changes that has take place.
Apart from changes Release 12 also contains lots of new goodies in the Kit. Few notable
new features are Multi Org Access Control, Sub Ledger Accounting, Advanced Global
Intercompany System, Data Access sets, Ledger Sets etc. Of the above, in this document
we are going to concentrate on the Sub Ledger Accounting feature
When ever a newer technology gets introduced targeting consumers through out the
world, it is practically impossible to satisfy all, the technology will only address areas
which are most common and mostly followed by the majority.
When the same comes to E business suite product, in the R12 version, research must have
been made to the areas to make the product more marketable and stronger and more
customer-friendly. Core objective of any financial ERP software is to account the
business transactions and produce financial statements and other statutory reports.
Statements and reports can be customized as per every ones requirement; however
accounting is something that needs to be done by the ERP software tool itself.
In earlier release i.e. 11i, every module has their own way of accounting, after which they
are transferred to General Ledger. On top of it, the accounting behavior in release 11 is
different based on the geography as well, since for European countries in order to match
their country requirements, a specific accounting engine was used named as Global
Accounting Engine (AX). Accounting is the key area of business, but due to the
widespread geography, a single package cannot satisfy every ones requirement with the
standard functionality.
In order to cut down the issues and requirements for different geographies, we have
localization or globalization available for country specific requirements; these normally
take care of taxation aspect and other mandatory services.
However accounting in Release 12 can be customized as per the requirement of the client
or the statutory body etc.
Since the option of altering the seeded accounting method is provided as a standard
option, which can be done from the front end, it addresses every ones concern when it
comes to accounting. But at the same time, there isn’t enough clarity or documentation
available in general to explain how it is to be done.
I have hereby made an effort to bring the basic concept of Subledger Accounting (SLA)
in a much simpler manner, so as to make a uniform level of understanding.
This document is not a replica of the user guide; it could be termed as White paper
without any restrictions, and carried out with the free flowing style of the Author.
Areas, which require understanding alone has been stated in this presentation, it does not
speak about whole of Subledger accounting in release 12.
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I would only beg every one, who ever fancies to read any further make an attempt to
express their criticisms and scope of improvements on this presentation to the Author
directly, so as to consider the revisions and have the updated version time and again.
As an author, I am beginning to write this with an assumption that, readers are not
proficient in Subledger Accounting.
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Oracle Applications R12 – Subledger Accounting
Accounting in General
I certainly do not want to explain the basics of accounting in this presentation, since there
is a separate presentation available in the site already. I would only request one to go
through those basics presentation if one does not have domain knowledge in Accounting.
Will cover the basics in shorter manner, so that every one who is reading the presentation
will be in same level of understanding.
One must know the concepts and conventions on which the accounting is based on. It is
always implied in most of the cases.
All of the below concepts and conventions apply to most of the business by default.
Conventions
Materiality – Transactions that are material to the business alone is considered, since
there could be many transactions that happen on a daily basis, however only very few are
material in nature.
Conservatism or Prudence – This is the key area, when the company follows accrual
method of accounting. To put it short, if the company knows well it advance that there is
a loss to be incurred in future, it should make provisions for it now itself. However the
same logic does not apply to profits.
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Concepts
Separate Legal Entity – From the legal point of view, Business and the Owner are not
one and the same. There could be transactions between the Business and Owner. Even if
the owner ceases to exist, the business continues
Going Concern – It is always assumed that the company is going to continue forever in
future.
Matching Principle – Every Debit must have a matching and equal Credit.
Of the above mentioned concepts and conventions, the below are normally accepted
accounting assumptions on which a business is carried forward, if a company does not
follows any or all of the above, it has to mention the same in their financial statements.
Cash Basis
The cash method recognizes revenue only when payment is received, and recognizes
expenses when cash is paid out /disbursed.
Accrual Basis
The accrual method of accounting requires that revenue be recognized and assigned to
the accounting period in which it is earned. Similarly, expenses must be recognized and
assigned to the accounting period in which they are incurred.
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Types of Accounts
In any company there will be a big list of chart of accounts used to record their business
transactions, however all the accounts can be classified under the following:
1) Real Account – It represents assets and others that are real in nature, it can be
intangible also.
Rules of Accounting
For every item that has been classified under the types stated above, needs to follow the
governing rules.
¾ Real Account
¾ Personal Account
¾ Nominal Account
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Statutory Compliances
Accounting as a process is governed by many different statute. Few are given below:
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Oracle Applications R12 – Subledger Accounting
Accounting being the heart of the whole business operations needs to be transparent in its
functioning, so as to trace back for problems if any. Such transparency can be achieved in
the new Subledger Accounting feature.
SLA takes care of Global Accounting requirements with better reporting features. This
feature addresses two major requirements, which is a key to any business, i.e.
Globalization and Automation.
Globalization addresses global accounting requirements and Automation takes care of
automating tasks, which were carried out manually so far.
One must also remember that SLA is not a separate module or an application, it is a
service, which is inbuilt in every Subledger module wherever accounting is necessary.
SLA can also be termed as replacement of Global Accounting Engine used in earlier
releases with few enhancements.
Like any technology, SLA has also needs to be used correctly as directed to fetch the
desired results. The possibilities are limitless.
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What could have caused oracle to give such a new feature is it really necessary to have
such a feature, where accounting is done as per the wishes and directions of the client,
instead of following a standard accounting method, which is the Best business practice?
But the fact remains that many clients were expecting this feature should have been made
available. Due to non-flexibility in alteration of Accounting rules and methods, Oracle
Financials package might have been neglected in many parts of the world. A conscious
step has been taken to improve the product and reach customers globally by providing
this SLA feature in Release 12 version. Many existing customers could have been waiting
for long time to see such a feature, whereas those who are already satisfied with the
traditional accounting functionality given by oracle may not appreciate it.
Statutory requirements, generally accepted accounting principles, Accounting Standards
etc are always subjected to change and revision, which is unstoppable and cannot be
predicted.
To match such changes, an ERP should also posses such flexibility in its performance so
as to achieve the desired result. One can say that SLA would drive more new customers
and make existing customers much happier.
As I have stated earlier, SLA is an engine, which follows the built in rules to perform the
accounting for the transactions entered in the E business suite.
Accounting in earlier releases used to happen as decided by the standard accounting
method, which means one cannot customize the validations, rules built in the seeded
accounting method.
However in SLA one had the option to change the validations and rules of the standard
functionality and use it as per the business requirement. One can decide on the
validations and checks that need to be performed for a transaction before creating
accounting for it by writing a rule on his own which makes it very easy for every
company to follow a customized rule for satisfying their accounting requirements as per
their statute or as per company policy.
In earlier releases, every module has its own accounting method, whereas in release 12
the accounting method remains the same for all modules. Since they are now linked with
the ledgers directly, the option of selecting an accounting method for every module is no
longer available under release 12. Whereas in earlier release the Set of books was not
assigned to any particular accounting method, therefore selection of accounting method is
done at Module level.
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Oracle Applications R12 – Subledger Accounting
Apart from differences, SLA in release 12 has many new features for the offering.
One may think, the concept of SLA itself is new, therefore it would have been much
better to term it as Features in Subledger Accounting, but what I was referring was new
features in SLA, which were not available in the earlier releases.
I would highlight few features here, since the more I start to write about everything else,
readers will get a feel of reading the user guide, therefore I am cutting short wherever
necessary.
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Oracle Applications R12 – Subledger Accounting
This is possible with the help of Secondary ledgers, where every transaction
posted or created in the primary ledger on accounting method number 1 will be
replicated in the secondary ledger on accounting method number 2.
With introduction of SLA and Ledgers (Secondary), one can have more that one
type of accounting created for a transaction and get it saved in a different ledger,
thus a company can maintain different secondary ledgers for different
requirements.
This feature enables the system to perform accounting at different periods for a
single transaction. One can perform the accounting for more than one period
based on their setups.
Ideal example would be lump sum payment for an contract work, which needs to
apportioned to every period and accounted or Rent paid for whole year as single
transaction, however while accounting it is split and absorbed on every period
individually.
When the client has a requirement, which is not, satisfied by the seeded Subledger
accounting method, he has to define new accounting definitions to suit his
business needs. It would time consuming to create an Accounting definition from
scratch, instead of which one can copy the existing accounting definition and
make changes wherever it is required to meet the business needs.
Also since the seeded Subledger Accounting methods owned by oracle cannot be
modified, one has to make a copy of the Subledger accounting method to make
changes.
¾ Audit Trail
The rules and validations are clearly visible from the front end, which provides a
clear trail on every action performed with respect to accounting, satisfying audit
purposes.
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As stated earlier, the accounting methods and standards time and again are
subjected to revisions and changes, keeping that in mind, we have the option of
specifying the date ranges for the accounting definitions.
¾ Draft Accounting
It also provides a preview of accounting before making it final, which will avoid
many accounting mistakes.
It has been a long running practice that whenever some wrong accounting
happens at Subledger level, for corrections, users will pass a manual journal entry
in the General ledger, so as to have correct balance before consolidation.
Logically, this was an acceptable practice, however procedural point of view it is
not acceptable, since due to entries in General Ledger, the Subledger will never
reconcile with the General Ledger.
SLA has provided the option of passing a manual entry at the Subledger level
itself, without intervention of general ledger.
One can create a manual journal entry at Subledger level instead of performing
the same at General Ledger level.
Due to business requirements one might have disabled few particular account
code combinations from daily usage. However when there is a data transfer
happens between modules, the interface program may reject the data from
transferring due to disabled accounts. SLA provides the feature of having
replacement accounts for accounts, which are disabled in the system.
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Oracle Applications R12 – Subledger Accounting
The below diagram depicts how the Subledger Accounting is structured in release 12.
LEDGER
APPLICATION ACCOUNTING
DEFINITION
SOURCES
TRANSACTION OBJECT
When you observe the Sub ledger accounting structure diagram given above, it is easy to
follow it from top-down approach, whereas when we actually define it in the system we
will be following Bottom-up approach.
So I will explain in the order Bottom to Top, so that it will be easier to correlate when
you are actually make a setup.
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Oracle Applications R12 – Subledger Accounting
Journal Line Type – Journal line types specify if the journal line is to be a Credit / Debit
/ Gain or loss line
Journal Entry Description – You can define the description, which appears in
Subledger journal header and line. Multi-language support is available for journal entry
descriptions.
Account Derivation Rules – Used for determining the accounts to be used for the
Subledger journal entries.
Journal Line Definitions – Linking Journal line type with Account derivation rule.
Application Accounting Definition – Used for assigning journal line definitions and
header descriptions to event classes and event types. It is driven by the process of
Accounting Methods Builder.
Apart from above there are many more terminologies which we will be using frequently
in our discussion, will explain those terminologies as and when they appear.
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Payroll
Projects Property Manager
Of all the above modules, the 4 modules, which are highlighted, were the most frequently
used financial modules, and our discussion will be limited to these 4 modules only.
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Oracle Applications R12 – Subledger Accounting
By default there are five seeded sub ledger accounting methods that are provided by
oracle. One can make use of any of these methods to carry on with their implementation.
One must remember that apart from the seeded method; creation of new Sub Ledger
Accounting method as per their requirement is also possible.
All upgraded public sector ledgers will have a Subledger accounting method assigned
called Encumbrance Accrual or Encumbrance Cash. (This comes in to place when we use
purchasing modules, and transfer of encumbrance journals becomes necessary)
For Federal customers, all upgraded ledgers will have the US Federal Accounting
Subledger accounting method assigned.
¾ One cannot access the Subledger accounting rules and definitions of another
module from his current module.
¾ Subledger Accounting methods owned by oracle can never be altered
¾ Any changes made to a Subledger Accounting setup demands the SLA method to
be validated, in order to make sure the setup changes done by the user is of logical
in nature.
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Oracle Applications R12 – Subledger Accounting
RECONCILIATION
What is Reconciliation
Reconciliation is a process of comparing or cross checking the data between two different
sources. At Subledger level if a transaction becomes accounted, then it becomes eligible
for transferring to General Ledger module. After transferring the accounted data from
Subledger to General Ledger, one has to reconcile whether the data transfer is complete
and accurate
Need for Reconciliation
Common Reconciliation worries
Every company, which has implemented an ERP, will be under constant pressure during
the period end process and reconciling their Sub Ledger balances with the General
Ledger.
Let us see why we will have differences between Sub Ledgers and General Ledgers in
first place. There could be many reasons for it, we will discuss on the few which happens
frequently:
Instead of transferring all Entries from Sub Ledgers to General Ledgers,
there will be Entries, which are posted directly in General ledger manually
without taking the route of Sub Ledgers.
While closing the period, whenever any dispute arises, without solving the
same, sweeping it across the next period and just passing some adjustment
entries in general ledger to match that effect.
The golden rule is that “Never enter any transactions in General Ledger that affects your
Sub Ledger”. But in reality that is not the case, instead of arguing whether it is correct or
not to follow such practice, we must agree that it is not practically possible always to
route every transaction from Subledger.
In order to solve such differences in reconciliation we need to have control measures to
basic aspects, which is:
Prevent Entering Transactions in to General Ledger manually which is
related to Sub Ledger
Always transfer all Transactions from Sub Ledger to General Ledger
By defining proper Segment qualifiers for a Natural Accounting segment. Many would
be aware of the available Segment qualifiers, for those who don’t have an idea they are:
Allow Budgeting
Allow Posting
Account
Control Account (Termed as Third Party Control Account in Release 12)
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Reconciliation Flag
Many would normally neglect the Control Account or Third Party Control Account
segment qualifier. Accounts having this qualifier as “yes” will never allow manual entries
to be created in General Ledger. All entries for a Control Account must come from a Sub
Ledger only. Additionally, this feature supports tracking and reporting on control
accounts for trading partners, so you can track receivables balance by customer, or
payables balance by supplier. This way one can prevent posting entries directly in to
General Ledger for accounts that are affecting Sub Ledgers.
Now that we have blocked entries going to General Ledgers directly, we have to make
sure all entries that are created in Sub Ledger have to be transferred to General Ledger.
There are many ways in which an entry can be accounted in the Sub Ledger and
transferred to General Ledger. We will discuss those ways later. The point to be noted is
that one can transfer entries from Subledger to Journal ledger at any point of time, at a
month end, on completion of every transaction, while performing create accounting
operation or separate transfer to GL etc.
SLA helps in carrying out accurate accounting through the accounting rules
Straight through processing helps real time and single step posting to ledgers
Option to Verify the Accounting before posting has been given to avoid wrong
entries with introduction of draft accounting feature.
During transfer to GL operation, if any Account has been disabled, one can use
the replacement account to carry out the transfer process successfully.
Automatic prompting of outstanding transactions happens during the period close
By maintaining a full link between the transaction and accounting data, Subledger
Accounting allows powerful reconciliation and auditing capabilities
.
Types of Reconciliation
Before dealing with the suggested steps of reconciliation between modules, one has to
know the methods of reconciliation that are available. They are Internal Reconciliation
and External Reconciliation.
Internal Reconciliation is a process of cross checking within a Subledger
External Reconciliation is a process of cross checking between General Ledger and
Subledgers.
In order to perform the reconciliation process, there are many standard reports available
and oracle has suggested steps on how to perform these reconciliation’s. Oracle
suggested reconciliation steps are:
Comparison between:
Accounts Payables and General Ledger
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Internal Reconciliation
External Reconciliation
AND
Internal Reconciliation
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Oracle Applications R12 – Subledger Accounting
Data
- Invoice Exceptions Not Applicable Invoice Exception Report
_ Unapplied Receipts Unapplied Receipts Unapplied and Unresolved
Accounting Data Journal Receipts Register
_ Applied Receipts Applied Receipts Journal Applied Receipts Register
Accounting Data
+/- Credit Memo Gain / Loss On Account Credit Not Applicable
Memo Gain and Loss
Journal
= Ending Balance Not Applicable Aging report by Account
External Reconciliation
AR to GL Reconciliation Report
External Reconciliation
Use the Unposted Journals Report in Oracle General Ledger, to match GL batch totals
with the asset batch totals found in the Subledger Accounting Account Analysis report.
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Oracle Applications R12 – Subledger Accounting
Of the above the below mentioned program is more important which is why have
explained in detail for better understanding:
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Oracle Applications R12 – Subledger Accounting
Briefly, Create Accounting program is used to carry out accounting for transactions that
are recorded in the sub ledgers based on the accounting rules that are mentioned in the
Sub Ledger Accounting Method.
You may think that we also had this create accounting functionality in Release 11 under
Payables Application. Yes we did had this in Release 11 itself, but it was limited only to
Payables module and not to the other modules, now in release 12 this functionality is
extended to all sub ledger applications along with some enhanced features.
Now lets see what are those enhanced features that got in to Create Accounting Program.
In Release 11, when you create accounting for transactions, it will be done immediately,
you did not have the option of previewing before accounting. This led us to lot of
reconciliation worries in month end, since some manual entries get passed in General
Ledger.
Unlike previous versions, Release 12 has provided the user with three new functionalities
under Create Accounting Program. They are:
1) DRAFT Mode (Draft Accounting) - It is nothing but a draft accounting which will
help the user to know what are the Accounts that are getting used for this particular
accounting event. You can correct your transaction by looking at the draft entries. Draft
entries will also be included in Accounting reports, but it cannot be transferred to General
Ledger since it does not reserve funds and does not update balances. An entry is draft
status can be Updated and Deleted.
3) FINAL POST Mode (Straight through Accounting) - It is a very useful new feature,
which does the operation of Straight through accounting. When you select this particular
feature, it Creates Accounting for the Transaction with the mode Final , it Transfer the
accounting entries to General Ledger and it also posts those entries in General Ledger.
With the help of new enhancements in Create Accounting feature, transactions and
balances can be up to date and reconciliation is made easy.
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Of the above the below mentioned report is more important which is why have explained
in detail for better understanding:
This report replaces the Account Payable Trial Balance report which was used in
Released 11i. Now in Release 12, one needs to run this report in order to get the trial
balance information. The report has undergone many changes which resulted in new
setups and new parameters. The output of this particular report purely depends on how
the setup of Report Definition is done and also while running the report what account
code combination is provided as the liability account.
The report format will be published in pdf format with new look.
It is advised not to enable the AP Trial Balance report from system administrator and
reuse it in Release 12, instead please use the Open Account AP balance listing report.
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Of the above the below profile option is more important which is why have explained in
detail for better understanding:
In earlier versions (11x), whenever there is a transfer of entries made from Subledger to
General ledger, it used to happen through in steps, as stated below:
In Release 12, most of the above-mentioned steps remain the same, apart from STEP 2.
That is, by default, when you run the Transfer to GL program, it also performs the
Automatic Journal import program along with it, which results in no data lying in GL
Interface Program.
The reason why the interface tables are populated before hitting the base tables are to
make corrections or rollback the mistakes. All necessary corrections are carried out in
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interface tables and only the CORRECT data is sent to General Ledger. Due to this new
standard feature, one cannot see any data in the interface table, because data does not stay
in interface table.
By setting the profile option "SLA: Disable Journal Import" to YES, we are directing the
system not to perform the journal import automatically. So the journal import has to be
triggerred Manually, which means the data will stay in the interface table.
The default value for the profile option SLA: Disable Journal Import is NO, which means
when ever a data is sent to General ledger , the Subledger tables alone are used (i.e. tables
with prefix XLA).
The "SLA: Disable Journal Import" is not updateable at User, Responsibility and
Application level. It can be updated only at SITE level.
When the journal import fails and the profile option SLA: Disable Journal Import was set
to NO, the data will not stay in the GL interface tables, the data will be rolled back to the
Subledger tables.
The structure of R12 is designed such a way to avoid or reduce the reconciliation worries.
When you set this profile option to YES, and make corrections if any and then transfer
the DATA to GL, the data available in GL and data available in Subledger becomes OUT
OF SYNC.
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Table Names
Few important tables that are used in Subledger Accounting requiring some attention:
XLA_SUBLEDGERS
XLA_SOURCES_B
The XLA_SOURCES_B table stores all sub-ledgers sources and sources customized by
user. These sources are used to create accounting rules and conditions
XLA_EVENT_SOURCES
XLA_CONDITIONS
The XLA_CONDITIONS table stores the conditions for an accounting line or header
types, segment rules and descriptions.
XLA_ACCTG_METHOD_RULES
XLA_EVENTS
XLA_AE_HEADERS
Once the Accounting events generated in the XLA_EVENTS are processed then it will
generate the header level information of the accounting entry, under which the
accounting entry will be published.
XLA_AE_LINES
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For the corresponding header, the accounting entry lines are stored in this table. When
you perform view accounting the entry displayed in the screen is purely based on the data
saved in this table.
XLA_ACCOUNTING_ERRORS
XLA_DISTRIBUTION_LINKS
ACCOUNTING PACKAGES
Of the many accounting packages that are delivered with every critical patch related to
Subledger accounting, sharing few important packages and its purpose.
MENU
The complete Subledger Accounting setup menu is saved under menu name
‘XLA_ACCOUNTING_SETUP’
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This menu is accessible only from Subledger and not available from General ledger
module.
Even among the Subledger, each Subledger application has the menu seeded in it, with its
application name. That is one cannot make the changes of Payables Subledger
Accounting definition from receivables responsibility.
In the above screen shot, you can observe that the Application field has the value
Receivables, which is hard, coded and cannot be changed. The value is determined based
on the responsibility from which it is accessed.
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Oracle Applications R12 – Subledger Accounting
NAVIGATION MENU/SUBMENU/FUNCTION
>Subledger Applications SLA: Subledger Accounting Setups
>> Accounting Methods Builder SLA: Accounting Methods Builder
>>> Events SLA: Events
>>>> Event Model SLA: Event Model
>>>> Process Categories SLA: Process Categories
>>>> Accounting Event Class Options SLA: Accounting Event Class Options
>>> Sources SLA: Sources
>>>> Sources SLA: Sources
>>>> Source Assignments SLA: Source Assignments
>>>> Accounting Attribute Assignments SLA: Accounting Attribute Assignments
>>>> Custom Sources SLA: Custom Sources
>>> Journal Entry Steps SLA: Journal Entry Setups
>>>> Journal Line Types SLA: Journal Line Types
>>>> Journal Entry Description SLA: Journal Entry Descriptions
>>>> Mapping Sets SLA: Mapping Sets
>>>> Accounting Derivation Rules SLA: Account Derivation Rules
>>>> Supporting References SLA: Search Supporting References
>>> Methods and Definitions SLA: Methods and Definitions
>>>> Journal Line Definitions SLA: Journal Lines Definitions
>>>> Application Accounting Definitions SLA: Application Accounting Definitions
>>>> Subledger Accounting Methods SLA: Subledger Accounting Methods
>>> Application Accounting Definition SLA: Application Accounting Definitions
Loader Loader
>>>> History SLA: Application Accounting Definitions
History
>>>> Merge Analysis SLA: Merge Analysis
>>> Accounting Definitions Inquiry SLA: Account Methods Builder Inquiry
>> Post - Accounting Programs SLA: Post-Accounting Programs
>> Open Account Balances Listing Definitions SLA: Open Account Balances Listing
Definitions
>> Transaction Account Builder SLA: Transaction Account Builder
>>> Transaction Account Types SLA: Transaction Account Types
>>> Transaction Account Definitions SLA: Transaction Account Definitions
>> Transaction Accounting Builder Setup SLA: Transaction Account Builder Setup
>>> Subledger Application SLA: Subledger Application
>>> Transaction Account Builder SLA: Transaction Account Builder
>>>> Transaction Account Types SLA: Transaction Account Types
>>>> Transaction Account Definitions SLA: Transaction Account Definitions
>>> Sources Setup SLA: Sources for Transaction Account Builder
>>>> Sources SLA: Sources
>>>> Custom Sources SLA: Custom Sources
>>> Mapping Sets SLA: Mapping Sets
>>> Account Derivation Rules SLA: Account Derivation Rules
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Oracle Applications R12 – Subledger Accounting
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Oracle Applications R12 – Subledger Accounting
FEATURES
PROGRAMS
REPORTS
PROFILE OPTIONS
TABLE NAMES
¾ AP_ACCOUNTING_EVENTS_ALL
Replaced by the table XLA_EVENTS
¾ AP_AE_HEADERS_ALL
Replaced by the table XLA_AE_HEADERS_ALL
¾ AP_AE_LINES_ALL
Replaced by the table XLA_AE_LINES_ALL
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Oracle Applications R12 – Subledger Accounting
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Oracle Applications R12 – Subledger Accounting
Oracle Applications comprises of many individual modules, among those General Ledger
acts as a central repository and responsible for the accounting performed by the system.
Since only in General ledger one defines the chart of accounts and sets the accounting
method and accounting types for recording the business transaction.
In General ledger under Accounting Flexfield, for the segment, which has the flexfield
qualifier, has ‘Natural Account’ will have the segment qualifier called Account Type.
Below are the values, which are seeded by the system; one has to map the entire chart of
accounts in to these 5 types of accounts.
1) Asset 2) Liability 3) Ownership/Stockholder's Equity 4) Expense 5) Revenue
(Have excluded Budgetary (CR) and Budgetary (DR) from the seeded account types)
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Oracle Applications R12 – Subledger Accounting
Role of Consultants
Functional consultants who are normally familiar with the front-end forms may find it bit
difficult to carry out the setups relating to the Sub Ledger Accounting Method. However
they are responsible for putting the client accounting requirements in to Sub ledger
accounting rules. It would require basic programming knowledge, which helps in
thinking logically as to how the system would perform. Services of a Technical
Consultant can be used at discretion.
Normally there tends to be a GAP between the requirements collected by a functional
consultant and the end product delivered by a technical consultant, since both of them are
different in their thinking process. (Some times or often this leads to blaming each other)
However Release 12 made the process of defining a Sub Ledger Accounting in a user-
friendly manner, which enables the Functional Consultant to carry out the complete
operation. Even though bit of programming knowledge will make thinks easier, but
nothing really mandates the need of a Technical Consultant.
(After the introduction of Release 12 i guess Functional consultants worked on this new
release are deserved to be known as Techno Functional Consultants!)
Always advised to use the copy of the seeded SLA method, since if any changes are
required in future it can be altered and validated for usage. If you use oracle owned SLA
method, you cannot make any changes to it.
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Oracle Applications R12 – Subledger Accounting
Rollup Patches
Oracle Applications Release 12 has made out many rollup patches as of date. The more
and more the rollup patches gets released one can infer the following:
¾ More problems are discovered in the product, which means product is not stable
¾ Changes to the product are done to meet the requirements of customers at large.
¾ One can apply these patches so as to avoid many errors, which have been
identified.
Rollup patches are not mandatory, at the discretion of the customer it can be applied or
not. However it is advised to be on the latest version.
Critical Patches
Critical patches are a group of fixes which are very vital for the system to perform in an
intended way. It is mandatory for any customer to apply this patch before reporting a
problem to Oracle for getting the support. Time and again at frequent intervals oracle
comes up with critical patch updates for every product.
Since this presentation is related to accounting i have listed patches, which takes care of
many accounting related issues.
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Oracle Applications R12 – Subledger Accounting
Diagnostic Patches
Oracle product by default provides many diagnostics tool for different modules, which
helps one to find out the issue and work towards the cause of the issue. Time and again,
these diagnostics are corrected and made more efficient to track the issue, these changes
come via patches. Listed details of few diagnostics patches:
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Oracle Applications R12 – Subledger Accounting
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Oracle Applications R12 – Subledger Accounting
Important Navigations
Being a new setup area, it will take time to get used to the new navigations that are
provided for Subledger setups. Its only by practice everything attains its perfection.
However in order to make things easier at the early stages I am providing you with details
as to how the menu is designed and seeded in to every Subledger module. Every menu
and submenu is inter-related.
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Oracle Applications R12 – Subledger Accounting
Subledger Applications
>> Accounting Methods Builder
>>> Events
>>>> Event Model
>>>> Process Categories
>>>> Accounting Event Class Options
>>> Sources
>>>> Sources
>>>> Source Assignments
>>>> Accounting Attribute Assignments
>>>> Custom Sources
>>> Journal Entry Steps
>>>> Journal Line Types
>>>> Journal Entry Description
>>>> Mapping Sets
>>>> Accounting Derivation Rules
>>>> Supporting References
>>> Methods and Definitions
>>>> Journal Line Definitions
>>>> Application Accounting Definitions
>>>> Subledger Accounting Methods
>>> Application Accounting Definition Loader
>>>> History
>>>> Merge Analysis
>>> Accounting Definitions Inquiry
>> Post - Accounting Programs
>> Open Account Balances Listing Definitions
>> Transaction Account Builder
>>> Transaction Account Types
>>> Transaction Account Definitions
>> Transaction Accounting Builder Setup
>>> Subledger Application
>>> Transaction Account Builder
>>>> Transaction Account Types
>>>> Transaction Account Definitions
>>> Sources Setup
>>>> Sources
>>>> Custom Sources
>>> Mapping Sets
>>> Account Derivation Rules
>> - Menu
>>> - Submenu
>>>> - Function
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Oracle Applications R12 – Subledger Accounting
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Oracle Applications R12 – Subledger Accounting
Metalink Notes
White Papers
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Oracle Applications R12 – Subledger Accounting
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Oracle Applications R12 – Subledger Accounting
No, it is not a separate module; it does not have a separate responsibility for the users to
login. Subledger Accounting Method menus are clubbed together with the respective
Subledger modules wherever applicable.
Every Module, which is covered by a Subledger accounting method, will have Subledger
accounting method menu in it. One cannot make a setup for one module from different
module, i.e. one cannot make a change on the Subledger setup of payables module from
receivables module. Since Subledger menu available in each module are specific to the
setups in that module only.
One must understand that every fresh installation of oracle apps comes with 5 seeded
accounting methods stated earlier, which are sufficient enough to meet the generic
requirements of the client and business. However due to different statutory requirements
through out the world and different nature of businesses, accounting requirements varies
between client to client. In those circumstances alone, based on the clients requirement
one can define their own Subledger accounting method
What will happen if I made alterations to the existing seeded Subledger accounting
methods?
You cannot make alterations to the seeded Subledger accounting methods provided by
oracle. In any Subledger form whenever you see ORACLE name under the owner field it
means that, those setups are owned by ORACLE, which cannot be altered.
If I want to make very few changes to the existing Subledger accounting method seeded
by oracle, since it meets 99% of my business requirement apart from minor changes, and
I don’t want to create a new Subledger method from scratch in order to meet the few
unique requirements, what can be done?
In such a case oracle provides you with an option of copying a seeded Subledger
accounting method and make alterations in the copy and use it as a Subledger method for
your business. So that you need not perform all the setups required for a Subledger
method.
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Oracle Applications R12 – Subledger Accounting
Oracle allows you to create only logical setups in a Subledger accounting method, even
though the validations are not performed at each and every stage, after performing all the
setups required for a Subledger accounting method , you must validate the Subledger
accounting method as a whole in order to make it available for usage. At that time system
will prevent you from proceeding with all illogical combinations.
Whenever you make any change to any part of Subledger accounting method, saving
those changes alone is not enough, you need to validate it again only then the changes
made will come in to effect. Whenever you face any such errors please always check the
Subledger accounting method form, whether the validate button is enabled or disabled. If
it is enabled means, the Subledger accounting method requires validation, if it is disabled,
then it does not allow you to validate further, since it is already validated.
No need for that. You can change your Subledger accounting method from the
Accounting Setup Manager screen itself. The new transactions, which are going to be
entered, will be accounted as per the new accounting method attached.
How has to one link the accounting method to the Subledger module used, is there a
profile option?
All subledgers assigned to a ledger inherit the Subledger Accounting method assigned for
that ledger.
I need to stop all accounting related operations to one of my Subledgers, will that be
possible?
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Oracle Applications R12 – Subledger Accounting
Yes, you can disable the Subledger accounting for a particular application, however it is
available only for secondary ledgers. Subledger Accounting will generate no entries if the
application is in disabled status.
I have created a new SLA method, which is used for all subledgers. In future if I
need to upgrade to higher version, does the new patches or codes affect my SLA
method created? Will I be required to recreate it again?
For recording of transactions one will use the Transaction Chart of Accounts and for
generating journal entries one will use the Accounting Chart of Accounts.
The usage or the distinction means more only when the user implements Secondary
ledgers in his setups, if the user does not have secondary ledgers, then for his primary
ledger the transaction and accounting chart of accounts remains one and the same.
In case of Secondary ledgers how the system correlates between Transaction chart
of accounts and Accounting Chart of Accounts?
One has to perform Chart of Accounts Mapping between Transaction and Accounting
chart of accounts.
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Oracle Applications R12 – Subledger Accounting
POINTS TO REMEMBER
9 One can never be able to alter an seeded accounting method i.e. accounting
method owned by oracle, we can only take a copy of the seeded accounting
method and change the validations and insert rules, where ever it is appropriate.
9 One cannot define an illogical or impossible accounting rule since it allows you to
define, test and validate accounting rules; therefore, journal entries generated by
SLA have very little risk of error.
9 Whenever you make alteration to any rules to any of the components in Subledger
accounting, you need to validate your SLA method again, only then you can use
it, else it will throw an error.
9 The transaction and accounting charts of accounts are always the same for the
primary ledger.
9 The Subledger Accounting option is visible only for secondary ledgers in the
ledger options view described in Subledger Accounting Options Setup Pages.
9 Use Primary Ledger Amount field is only displayed for a secondary ledger if the
corresponding Subledger application has been enabled for Valuation Method.
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