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Fusion Financials – Example User Guide

Fusion Financials –
Example User Guide for Clients

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Fusion Financials – User Guide

TABLE OF CONTENTS
1 INTRODUCTION ......................................................................................................................... 4
1.1 Additional resources ......................................................................................................... 4
1.1.1 Oracle Enterprise Repository ............................................................................... 4
1.1.2 Fusion Applications Help ...................................................................................... 4
1.1.3 Oracle Docs .......................................................................................................... 4
2 GENERAL LEDGER ................................................................................................................... 5
2.1 Manual Journals ................................................................................................................ 5
2.2 Spreadsheet Journals ....................................................................................................... 9
2.3 Revaluations ................................................................................................................... 10
2.4 Translations ..................................................................................................................... 13
2.5 Open First Period Overview ............................................................................................ 13
2.6 Year End Processing ...................................................................................................... 14
2.6.1 Create Income Statement Closing Journals ....................................................... 14
2.6.2 Create Balance Sheet Closing Journals ............................................................. 15
3 ACCOUNTS PAYABLE ............................................................................................................ 17
3.1 Create Supplier via Manual ............................................................................................. 17
3.2 Supplier Entry via a Spreadsheet ................................................................................... 21
3.2.1 Spreadsheet download ....................................................................................... 21
3.3 Invoice Entry ................................................................................................................... 23
3.4 Spreadsheet Invoice Entry .............................................................................................. 26
3.5 Create Accounting and Post to the Ledger ..................................................................... 29
3.5.1 Create Accounting .............................................................................................. 29
3.5.2 Payables to Ledger Reconciliation ..................................................................... 30
3.6 Payments ........................................................................................................................ 31
3.6.1 Manual Payment ................................................................................................. 31
3.6.2 Electronic Payment ............................................................................................. 32
3.6.3 Generate EFT AUD File ..................................................................................... 33
3.6.4 Generate EFT USD File ..................................................................................... 35
3.6.5 Generate Cheque Payment ................................................................................ 37
3.6.6 Generate Direct Debit and BPAY ....................................................................... 38
3.6.7 Cancel Payment ................................................................................................. 39
3.6.8 Create Payment Accounting and Post to Ledger ............................................... 40
4 ACCOUNTS RECEIVABLE ...................................................................................................... 42
4.1 Customer Entry ............................................................................................................... 42
4.2 Create Billing Transaction ............................................................................................... 42
4.3 Billing Spreadsheet Upload ............................................................................................. 43
4.4 Bill Presentment Report .................................................................................................. 46
4.5 Debit Memo ..................................................................................................................... 48
4.6 Credit Memo.................................................................................................................... 49
4.7 Billing Adjustments .......................................................................................................... 50
4.8 Create Billing Accounting and Post to the Ledger .......................................................... 51
4.9 Receipting ....................................................................................................................... 53
4.9.1 Manual Receipts ................................................................................................. 53
4.9.2 Spreadsheet Receipts ........................................................................................ 54
4.10 Inquire on Customer Balances........................................................................................ 55
4.11 Update Customer Balances ............................................................................................ 56
5 CASH MANAGEMENT ............................................................................................................. 58
5.1 Bank Statement Upload .................................................................................................. 58
5.2 Manual Reconciliation ..................................................................................................... 59
5.3 Creating Accounting Entries ........................................................................................... 60

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6 FIXED ASSETS ........................................................................................................................ 61


6.1 Add Assets ...................................................................................................................... 61
6.1.1 Add Asset via Spreadsheet ................................................................................ 61
6.1.2 Add Asset Manually ............................................................................................ 63
6.2 Depreciate ....................................................................................................................... 64
6.3 Retire ............................................................................................................................... 65
6.4 Transfer ........................................................................................................................... 66
6.5 Create Accounting and Post to Ledger ........................................................................... 66
6.6 Generate Tax Entries ...................................................................................................... 67
6.7 Run Depreciation Report ................................................................................................ 67
7 GENERAL LEDGER MAINTENANCE ..................................................................................... 69
7.1 Manage Accounts - Manual ............................................................................................ 69
7.2 Manage Accounts – Upload ............................................................................................ 70
7.3 Creating New Companies ............................................................................................... 75
7.4 Create Account Combinations ........................................................................................ 77
7.5 Create Daily Rates .......................................................................................................... 79
7.6 Create/Edit Historical Rates ............................................................................................ 80
7.7 Update Trees - Manual ................................................................................................... 81
7.8 Publish Trees to Cube .................................................................................................... 84
7.9 Load Trees through Spreadsheet ................................................................................... 85
7.10 Financial Reporting Studio .............................................................................................. 92
7.10.1 Financial Reporting Studio Setup ....................................................................... 92
7.10.2 Security Required for Financial Reporting Studio .............................................. 94
7.10.3 Using FR Studio.................................................................................................. 94
7.10.4 Running FR Studio Reports ................................................................................ 96
7.11 Activating Spreadsheet Load tool for New Users ........................................................... 99
7.12 General Ledger Conversions ........................................................................................ 100
8 FIXED ASSET MAINTENANCE ............................................................................................. 102
8.1 Manage Categories ....................................................................................................... 102
8.2 Manage Depreciation Methods ..................................................................................... 104
8.3 Asset Conversion .......................................................................................................... 105
9 ACCOUNTS PAYABLE MAINTENANCE .............................................................................. 112
9.1 Add Credit Card Users .................................................................................................. 112
9.2 Setting Up Bank and Branches for New Suppliers ....................................................... 114
10 SECURITY MAINTENANCE .................................................................................................. 116
10.1 Manage HCM Role Provisioning Rules ........................................................................ 116
10.2 Add New Users and Roles – Manage Users ................................................................ 121
10.3 Add New Users and Roles – OIM ................................................................................. 123
11 CREATING OTBI QUERIES ................................................................................................... 124

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1 INTRODUCTION
This user guide will denote (N) for navigate to and (B) for button in the detailed steps. For
example, (N) Navigator > General Accounting > Journals > Create Journal requires the user to
navigate to General Accounting in the Navigation compass then to Journals and finally to
Create Journal.

Another example is:

(N) > (B) Save or Click (B) Save


This means to navigate to the Save and click it.

1.1 Additional resources

1.1.1 Oracle Enterprise Repository

https://fusionappsoer.oracle.com/oer/index.jsp

1.1.2 Fusion Applications Help

https://fusionhelp.oracle.com/

1.1.3 Oracle Docs

https://docs.oracle.com/cd/E51367_01/financialsop_gs/financialsop_use.htm

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2 General Ledger
2.1 Manual Journals

Step Step Details Results


(N) > General Accounting > Journals > Create Create Journal page
Journal should display

Journal Batch Enter Journal Batch Details Input should be accepted


- Journal Name
- Journal Description
- Current Accounting period will default; note that
any open period can be selected from the LOV
Journal Header Enter Journal Details Input should be accepted
- Journal Name
- Journal Description
- Ledger - Accept Default
- Currency - Accept default 'USD' or select any
other enabled currency
- Accounting Date - Accept default from batch
header
- Category - Select applicable category

NOTE: If you are entering a statistical journal


(e.g., entering stats for headcount, sq footage,
etc.), select 'STAT' as the currency. When
entering the journal lines, you will enter the
statistical amount as a debit. There is no
offsetting credit. It is a one sided journal. It will
need to be posted to make the statistics available
for formulas / allocations.

Journal Line 1 Journal Lines Region - Entering an Account Upon clicking 'OK':
Option (1) - Enter acct manually
If you know the fully qualified account, enter it Selected account will
directly into the Account field default into Journal
Example: Account field
Account = 11001-60010-601-0000-000-00000-
0000-0000
Debit = 20,000

Description = enter notes or leave blank Note: Hover on the


journal line magnifying
glass to see account
segment descriptions

Journal Line 2 Journal Lines Region - Entering an Account Upon selecting 'Search'
Option (2) - Select an existing account
combination - results will be retrieved
and displayed
- Click on the magnifying glass icon
- Enter desired Account (example 60010) or
select from LOV
- Click Search Upon clicking 'OK':
- Find the account and click on the row (line
should highlight) Selected account will

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Example: default into Journal


11001-60010-701-0000-000-00000-0000-0000 Account field
- Click OK button

- Debit = 30,000

Description = enter notes or leave blank

Journal Line 3 Journal Lines Region - Entering an Account Upon clicking 'OK':
Option (3) - Build a new account combination
Selected account will
(N) > Click on the new row icon default into Journal
(N) > Click on the magnifying glass icon Account field
- Enter desired Entity (11001) or click LOV to
select
- Repeat for each segment (see values below)
(N) > (B) OK button
Example :
Segment Values to Use:
Entity = 11001
Account = 21120
Cost Center = 000
Product = 0000
Geo = 000
Fut1 = 00000
Fut2 = 0000
Fut3 = 0000

. Credit = 50000
Description = enter notes or leave blank
Save Work Save your work Popup message: Total
entered Dr and CR are not
(N) > (B) Save equal. Do you want to
continue? (on clicking
Note: 'Saved' journals will not be picked up by Yes)
Auto-posting processes. They can be posted
directly from the journal page or completed, Document will be saved,
contingent upon approval status. A 'completed' and should reflect
journal is available for auto-posting. statuses below.

Add Journal to Add another journal to the batch by clicking Successful creation of
Batch on the new Journal button in the Journal second journal in the
Region (by currency field) and repeating batch
above steps for journal creation.

(N) > (B) Save button Work will be saved

Complete (N) > (B) Complete The complete button will


Journal Completing the journal makes it available for disappear and the status
auto-posting. A saved incomplete journal is will change to 'Completed'.
not available for auto-post.

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Post Journal (N) > (B) Post button Process will be submitted
Note: If you have authorization to post journals, and status will be set to
you can bypass the 'complete' step and post the 'Selected for posting'.
journal, which will complete and post in one step.

Review Journal Status Journal will typically take ~


- Wait ~ 15 seconds and then hit the refresh on 10-30 seconds to post.
your browser. Check status Journal page will be
updated with Approval
Status will read as “In
Process”

Approve the Login as supervisor to the user above to Supervisor login


Journal approve the Journal
( Note: Journals can be approved by the
supervisor of the employee)
And click on Home page. Click on the Work list:
Notifications and Approvals. Click on My Tasks
Tab
List of All tasks requiring
approval comes up

Select the title link of the Journal which you want A new Window opens with
to approve. Invoice details.

Review the details of the Journal Journal batch details


reviewed

Click on the View Batch Details link Another window opens up


with Edit Journal Page.

Review details of the Journal Window closes and return


There is an option to Approve(B) / Reject(B) / to Journal Approval
Cancel(B) Overview page
Click on Cancel (B)

Approve the Click on the Approve (B) to Approve the Journal On Approval the window
Journal closes

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Once approved, JEs will


automatically be posted

Approval Status Navigate to Navigator > General Accounting > View the Journal Approval
Journals > Manage Journals status by scrolling.
Provide the search criteria and click on Search(B)

Reject Journal Click on the Reject(B) to Reject the Journal On rejecting the invoice,
window closes
( Note: the Rejected journal can be resubmitted
for approval after necessary changes)
Reject Journal User who created JE will receive notification.
They can go in to modify the JE as needed and
reroute for approval.

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2.2 Spreadsheet Journals

Step Step Details Results


Login Navigator > Journals> Create Journal in A pop-up box requesting
Spreadsheet login will be displayed

JournalEntry.xlsx is downloaded

Open Excel Template (Note: you must have


previously downloaded the ADFdi Application
from the (N) > Tools > Download Desktop
Integration.

Enter Fusion login credentials Successful login

Login = Enter Login ID


Password = Enter Password

(N) > Sign-in button

Enter Journal - Data Access Set = Should default to LEDGER Data should be accepted
Header Details AUD.
- Journal = Enter Descriptive Name
- Ledger: Select Your LEDGER from LOV
(*) Note: Click in Ledger cell next to Ledger
label to see LOV icon
- Accounting Period = Select any open period
- Accounting Date = Enter a date in the
specified Accounting
Period (MM/DD/YY)
- Source = Default to Spreadsheet
- Category = Select desired category
Reversal Details - Reversal Period: If creating a reversing journal, Data should be accepted
(Optional) select reversing
period

Enter Journal Enter Account Combination:


Line Details Enter segment values - manually enter segment
values directly in each cell -or- double click in the
cell and search for the values

Enter Currency and Amounts:


- Currency
- Entered DR
- Entered CR
- Statistic Amount (note you need to scroll to the
last field in the template to see this field)

Description
- Optionally enter a line level description

Submit Upload / (N) > (B) Save Submit Process Popup

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Import Process will display

Confirmation of
Submit Import Request submission will display

Accounting Date - Enter date


Summarize report = No

(N) > (B) Submit

Verify Import Log into Fusion and confirm journal was created Journal created.
(N) > Navigator > Manage Journals
On search area provide the journal details for
search
Click on (B) Search
Search Results:
Click on the journal and verify the details

2.3 Revaluations

Step Step Details Results


Begin by (N) > Period Close > Revalue Balances Opens the Manage
navigating to the Revaluations page to
Period Close generate and review
work area. revaluations for
conversion fluctuations on
foreign currency balances.

Click the (B) Actions menu. Opens the Create


Click Create. Revaluation page to
define revaluations.

Enter the desired information into the Name field.


Enter a valid value e.g. "Revalue Payables
Balances".

Enter the desired information into the Description


field. Enter a valid value e.g. “Revalue Payables
Balances ".

Click the Chart of Accounts list.

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Select a foreign Click the Currency list.


currency to
revalue OR leave the Currency list blank to revalue all
foreign currency balances.

Enter x number of Days to Roll Forward for the


number of days back for which the rates can be
searched.

Enter the desired information into the Unrealized


Gain Account field. Enter a valid value e.g.
101.33091100.000.000.000

Enter the desired information into the Unrealized


Loss Account field. Enter a valid value e.g.
102.33091100.000.000.000

Select radio button for Income Statement


Accounts Basis:

• PTD
• YTD

Tick post automatically.

Add a filter to the revaluation definition to


determine the account balances to be evaluated
during revaluation.

Click the (B) Add Row

Click the (B) Change Filter


Click the Account list item.
Click the Account List
Click the Equals
Enter desired Account, e.g. 1-1001

Click (B) OK
Click the (B) Save The Create Revaluation
page is now called the
Edit Revaluation:
Revalue Payables
Balances screen.

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Click the (B) Generate to pop up the Generate


Revaluation screen.

Enter all mandatory parameter fields:


- Ledger or Ledger Set = Payables Balances
- Accounting Period = Dec-14
- Accounting Date = MM/DD/YY
- Rate Date = MM/DD/YY

Tick Notify me when this process ends You have successfully


defined and generated
Click (B) Submit revaluations.
Click (B) OK

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2.4 Translations

Step Step Details Results


Begin by (N) > Period Close > Translate Balances Restates actual account
navigating to the balances from the ledger
Period Close currency to a reporting
work area. currency.

Enter all mandatory parameters:

- Ledger or Ledger Set = LEDGER USD


- Target Currency = AUD Australian Dollar
- Accounting Period = Jan-15

Optional:
- Balancing Segment = 101

Tick Notify me when this process ends

Click (B) Submit


Click (B) OK

Return to the (N) Period Close You have successfully


Period Close translated balances.
work area to
verify that the
translation has
completed
successfully.

2.5 Open First Period Overview

Step Step Details Results


To open the first period of your ledgers, (N) Setup
and Maintenance work area.

Search for Name: Open First Period task in the


primary ledger task list.

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Click the Go to Task icon.


For all ledgers, On the submission page, select the ledger and
primary, the period to open, e.g. Jan-15.
secondary, and
journal and sub Click the Submit button to launch the open period
ledger level process.
reporting
currencies, open
the first period of
the ledger when
you are ready to
transact in that
period.

There are other ways to open the first period or subsequent periods without going into the Setup
and Maintenance work area. You can maintain the ledgers' period statuses from the:
• Close Status region in the General Accounting Dashboard. The Close Status region
provides real time visibility into the period close process from your sub ledgers to your
General Ledger across the entire enterprise.
• Manage Accounting Periods task in the Period Close work area.
• Process Monitoring work area, which provides a framework for launching, monitoring and
maintaining processes across Oracle Fusion Financials.

2.6 Year End Processing

2.6.1 Create Income Statement Closing Journals

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Step Step Details Results


Create Income (N) General Accounting > Period Close > Create
Statement Income Statement Closing Journals
Closing
Journals
Fill out all mandatory parameter fields: e.g. Transfers income
- Data Access Set = default is LEDGER AUD statement year-end
- Ledger or Ledger Set = default is LEDGER AUD account balances of
- Accounting Period = Dec-14 revenue and expense
- Closing Account = 101.33091100.000.000.000 accounts to the retained
- Income Offset Account = Optional earnings accounts.
- Category = default is Income Statement Close

Tick Notify me when the process ends


Click (B) Submit
Click (B) OK

2.6.2 Create Balance Sheet Closing Journals

Step Step Details Results


Create Balance (N) General Accounting > Period Close > Create
Sheet Closing Balance Sheet Closing Journals
Journals
Fill out all mandatory parameter fields: e.g. Closes and zeros out the
- Data Access Set = default is LEDGER AUD year-to-date balances of
- Ledger or Ledger Set = default is LEDGER AUD all balance sheet
- Accounting Period = Dec-14 accounts: assets,
- Closing Account = 101.33091100.000.000.000 liabilities, and owner’s
- Income Offset Account = Optional equity.
- Category = default is Balance Sheet Close

Tick Notify me when the process ends


Click (B) Submit
Click (B) OK

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3 Accounts Payable

3.1 Create Supplier via Manual

Note: To create a supplier, the Supplier Administrator role must be assigned


to your user. (This is the seeded role that can create suppliers.) Also, the
worker associated with your login must be defined as a Procurement Agent in
the Business Unit where you are trying to add the site and site assignment.
Also the agent needs to have the Manage Supplier Task Access granted.

Step Step Details Results


Create Supplier (N) > Navigator > Procurement > Suppliers >
Create Supplier

Enter High Level Supplier Information Supplier will be created


- Supplier = Enter Supplier Name and displayed in Edit
- Tax Org Type = Corporation (override as Supplier page
desired)
- Tax Country = Australia
- Enter Tax Registration Number as available
- DUNS as available

(N) > (B) Create

Supplier General Supplier Content


Details
- Supplier Type - Select a supplier type of
general reporting and classification
- Parent Supplier - Link one supplier to another
by selecting an existing supplier and linking to the
current Supplier under query
- Enter any other desired general information
across the other tabs

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Profile Details

Enter as much or little as desired for the following


tabs:
- Organization Tab
- Business Classifications
- Products & Services
- Transaction Tax
- Income tax
- Payments

Review/Update Income Tax & Payment


Details:
- Transaction Tax = Review defaults/override as
desired
- Payments - Check, Electronic, Outsourced
Check, and Wire are auto selected. Add
additional pay methods and bank details

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(N) > (B) Save

(N) > Click Add Icon Address Page is displayed

Address Address
Details - multiple address can be associated w/Supplier

Enter in Mandatory Fields


- Enter Address (address Name, Country,
Address Line 1, City, Postal Code)
- Enter associated contact details
- Address Purpose - Describe how address will
be used. Select one or more from Order, Remit,
RFQ)
- Click on the Payment Tab and select one of the
payment methods as default by selecting and

clicking (B) the green tick

(N) > (B) Save and Close

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Site Click on the Site tab.


(N) > Click Add Icon

Enter Site details :

-Procurement BU
-Site
-Alternate Site name
-Site Purpose
-Alternate Pay site
-Income tax reporting site
-Communication Method

Click on the Payment tab and provide necessary


details.
Click on the Invoicing tab and provide necessary
details
Click on Site Assignment tab and provide the
liability account and other details

Click on (B) Save and Close

Contacts Contacts
(N) > Contacts Tab
(N) > Click Add Icon

Contact Details:

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- Name - Enter contact name


- Job Title - Enter contact job title
- Enter Contact Points (phone, email, etc.)

(N) > (B) Save and Close

Payment Payment Method Tab


Method - Payment methods defined @ Supplier header
level
cascade to lines and can be overridden
- Update line level payment methods as desired

Manage (N) > (B) Save and Close Supplier will be saved
Suppliers (View
Only)
For View Only Access : (N) > Procurement > Land on Manage
Suppliers > Manage Suppliers Suppliers page

Provide the search criteria for supplier search and Search results rendered
click on Search Button
Click on the selected supplier to view its details Supplier details can be
viewed only

3.2 Supplier Entry via a Spreadsheet

3.2.1 Spreadsheet download

1. Access this link: https://fusionappsoer.oracle.com/oer/

2. Select the Login as Guest button

3. Query based on FBDI and Scheduled Processes

4. Enter Search String Import Suppliers

Note: Use your right mouse button to download the spreadsheets.

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5. When you complete all the spreadsheets, you need to use the File Import and
Export to load the data into the interface tables and run import processes to load
the data to Fusion Procurement. There are instructions on each in the instructions
tab of each spreadsheet. Detailed steps are shown in the following table.

Step Step Details Results


Load the (N) > Navigator > Tools > File Import and Export Successful upload of file
spreadsheet and ready for loading
(B) Actions > Upload
into Universal into interface
Content (B) Browse and select the prepared spreadsheet
Manager to upload
(UCM)
Select Account = fin/assets/import

Click (B) Save and Close


(N) > Navigator > Tools > Scheduled Processes Successful upload of file
and ready for loading
(B) Schedule New Process > Search
into interface
Enter in Name: Load Interface File for Import

(B) OK

(N) Import Process > Search

Enter in Import Suppliers


(B) OK

Data File = the file you prepared and uploaded


into UCM

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Tick Notify me when this process ends


(B) Submit
Verify Supplier (N) > Procurement > Supplier Supplier has been
has been created and is ready for
created and is review in the Suppliers
ready for Pending Review section
review as shown below.

3.3 Invoice Entry

Step Step Details Results

Navigation (N) Navigator > Payables> Invoices> Create Create Transaction:


Invoices Invoice page should be
displayed

Invoice Header General Information: Supplier Number, Site,


Mandatory Fields: Legal Entity, Currency (
USD) details defaults
- Business Unit = Your BU
- Supplier = Enter Supplier name or use
magnifying glass to search for supplier, e.g. ABC
Supplier Pty Ltd
- NB. Supplier Number, Supplier Site, Legal
If a new Invoice Group is
Entity will populate automatically when
choosing a supplier through the search entered following
function.

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- Number = Invoice Number message pops up

- Enter Invoice Amount


- Type = Select desired value
• Standard (Invoice)
• Prepayment
• Debit Memo Input to Invoice header
• Credit Memo details provided
- Date ( defaults to current date , but can be
overwritten)
- Payment Terms – Default is immediate, but can
be overridden
- Terms date - Used in conjunction w/Terms to
determine payment due date

Optional Fields:
-Identifying PO
-Invoice Group ( Provide a name or select from
the LOV)
- Description – Provide description
- Enter Requestor by clicking and searching.

Invoice Lines Line Details Input should be accepted


(N) > Add a line and Invoice saved

- Type = Item With the following Invoice


- Amount = Enter Total line item Amount Summary
- Unit Price
- UOM
- Distribution Contribution ID is already populated

Scroll across and fill out line details as needed.

To add additional item rows, click on the green


create icon

Click on Save and Close (B) on the Invoice


header

Validate the (N) > (B) Invoice Actions > Validate Invoices Validation Status changed
invoice to ensure to Validated from Never
completeness (Note: Validation is the first step on Invoice, then Validated
Initiate for Approval )

Note if the invoice has


errors (open hold) and
was not validated,

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Validation Status : Needs


Revalidation

Enter in required parameters:


- Business Unit = Your BU
- Ledger = Default is LEDGER
- Option = Default is ALL

Tick Notify me when this process ends Confirmation of


(B) Submit the request submission and the
Invoice should now have
status of Unpaid.

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3.4 Spreadsheet Invoice Entry

Step Step Details Results

Login (N) > Payables > Invoices > Create Invoices A pop-up box requesting
Click on the Create Invoices from Spreadsheet login will be displayed

Enter Fusion login credentials

Login = Enter Login ID


Password = Enter Password

(N) > (B) Sign-in

Note:
• Change the Invoice Header Identifier
Column to link each of the lines to the
relevant header.
• Paste in all of your required invoice fields

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• ADFDI will try to upload all rows marked


as Changed. Check that each of the rows
is marked as ‘changed’ – can be an issue
if you are re-using a saved template

• If they’re not all changed, copy down the


line number field
• Also check that no rows that you don’t
want to upload are marked as changed

Enter Invoice Enter Invoice Header Content marked


Header Details mandatory, e.g.
- Business Unit = Your BU
- Invoice Number
- Invoice Amount = Sum of all invoice line
amounts
- Invoice date
- Supplier or Supplier Number
- Supplier Site

Enter Invoice Invoice Line Details


Line Details - Line = Enter sequential number, increment for
each line
- Type = ITEM
- Amount = line amount
(N) > (B) Save and Submit Invoice Upload Options Popup will
display

Post Lines to Insert lines into Fusion API table Import Payables Invoices
Fusion API Popup will display

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Import Table

(N) > (B) OK

Import Lines Submit Import Request Process Submission


from API table & Popup will display
create invoices Accounting Date - Enter date
Summarize report = No

(N) > (B) Submit

Verify Import Log into Fusion and confirm invoice was


created
(N) > Navigator > Tools: Scheduled
Processes > (B) Search

Search Results:
Click on Import Payables Invoices Report &
review report results
If your invoices
are not uploaded
you can review
them in the
interface

Note:
See Internal Server Error While Uploading
Invoices Through ADFDI (Doc ID 1500614.1) –
you may get this error if you have not set the
value in the spread sheet column 'Invoice Header
Identifier' to the same value as the first line on the
invoice.

If you are getting repeated errors when trying to


upload, close Excel, clear your browser cache
and try again.

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3.5 Create Accounting and Post to the Ledger

3.5.1 Create Accounting

Step Step Details Results


(N) > Payables > Accounting > (B) Create Opens the Create
Accounting Accounting Page

Enter the mandatory parameters as shown Confirmation of


above: submission and this
- Sub ledger Application creates sub ledger journal
- Ledger entries.
- End Date
- Accounting Mode
- Process Events
- Report Style
- Transfer to General Ledger
- Journal batch is optional
- Include User Transaction Identifiers

Tick Notify me when this process ends

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Click (B) Submit

3.5.2 Payables to Ledger Reconciliation

Step Step Details Results

(N) > Payables > Accounting > (B) Payables to The screens below will
Ledger Reconciliation show the invoice and the
summary will show the
Enter in mandatory fields as shown above. ledger reconciliation
report.
(B) Apply

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3.6 Payments

3.6.1 Manual Payment

Step Step Details Results


(N) > Navigator > Payables: Payment > Create Land on Create Payment
Payment Page

Payment Header Details Payment header details


- Business Unit = Your BU provided
- Payee = ABC Supply Pty Ltd
- Payment Date = Enter payment date
- Type = Quick

Quick - single payment for one or more


invoices, does not require a payment process
request.
Manual - Payment made outside Oracle, but
recorded in Application.
Refund - A payment for a negative amount
that closes out an outstanding credit balance.
- Description = add additional comments, as
desired

- Disbursement Bank Account = Your bank


account
- Payment Method = Your Payment Method
- Payment Process Profile = Your PPP
- Payment Document – Your choice

Invoices to Pay
(N) > Click Add icon
Search and select invoices to pay Invoices will be queried
- Enter Search Criteria and displayed
- (N) > (B) Search
Select invoices to pay Checks will be displayed
- Click on first invoice to pay on main Payment page
- While pressing CTRL-key click on invoices you
wish to
Select
When done, selecting
(N) > (B) Apply, (B) OK

Save Payment Popup message advising


payment file creation will
(N) > (B) Save and Close be displayed

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3.6.2 Electronic Payment

Step Step Details Results


(N) > Navigator > Invoices > Create Invoice Land on Create Payment
Page
Invoice Header
Enter in mandatory fields:
- BU = Your BU
- Supplier = Your Supplier
Payment header details
This will automatically populate: provided
- Supplier Number = 110000
Supplier Site = Head Office

- Legal Entity Your LE


- Number = 12345678
- Amount = select USD and enter your amount
- Date = defaults to today
- Payment Terms = Immediate
- Terms date = defaults to today

Lines

Click (B) add row

Enter in mandatory fields as required.

Validate Invoice (N) > Invoice Actions > Validate Invoice Validation status is
Validated and Unpaid.

(N) > Invoice Actions > Pay in Full Invoices will be queried
and displayed

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Enter in mandatory fields:


- Bank Account = Your bank account
- Payment Document is automatically populated

(N) > (B) Submit Popup message advising


payment file creation will
be displayed

3.6.3 Generate EFT AUD File

Step Step Details Results


(N) > Navigator > Invoices > Create Invoice Land on Create Invoice
Page
Invoice Header
Enter in mandatory fields:
- BU = Your BU
- Supplier = Your Supplier
Payment header details
This will automatically populate: provided
- Supplier Number = 110000
Supplier Site = Head Office

- Legal Entity
- Number = 12345678
- Amount = select currency and enter your
amount

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- Date = defaults to today


- Payment Terms = Immediate
- Terms date = defaults to today

Lines

Click (B) add row

Enter in mandatory fields as required.

Validate Invoice (N) > Invoice Actions > Validate Invoice Validation status is
Validated and Unpaid.

(N) > Invoice Actions > Pay in Full Invoices will be queried
and displayed

Enter in mandatory fields:


- Bank Account = Your bank account
- Payment Document is automatically populated

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(N) > (B) Submit Popup message advising


payment file creation will
be displayed

3.6.4 Generate EFT USD File

Step Step Details Results


(N) > Navigator > Invoices > Create Invoice Land on Create Invoice
Page
Invoice Header - General
Enter in mandatory fields:
- BU = Your BU
- Supplier = Your Supplier
Payment header details
This will automatically populate: provided
- Supplier Number = 110004
- Supplier Site = Head Office

- Legal Entity
- Number = enter as required
- Amount = select USD and enter your amount
- Date = defaults to today
- Payment Terms = Immediate
- Terms date = defaults to today

Invoice Header – Accounting

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(N) Select Accounting Tab

Mandatory fields will be populated:


- Accounting date = defaults to today
- Liability Distribution Address
Inverse Conversion Rate
Enter as needed, e.g. is populated.
- Conversion Rate Type = User
- Conversion Rate = as required

Lines

Click (B) add row

Enter in mandatory fields as required.

Validate Invoice (N) > Invoice Actions > Validate Invoice Validation status is
Validated and Unpaid.

(N) > Invoice Actions > Pay in Full Invoices will be queried
and displayed

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Enter in mandatory fields:


- Bank Account = Your bank account
- Payment Document is automatically populated
(N) > (B) Submit Popup message advising
payment file creation will
be displayed

3.6.5 Generate Cheque Payment

Step Step Details Results


(N) > Navigator > Invoices > Create Invoice Land on Create Invoices
Page
Invoice Header
Enter in mandatory fields:
- BU = Your BU
- Supplier = ABC Supplier Pty Ltd
Payment header details
This will automatically populate: provided
- Supplier Number
Supplier Site

- Legal Entity
- Number = as required
- Amount = select AUD and enter your amount
- Date = defaults to today
- Payment Terms = Immediate
- Terms date = defaults to today

Lines

Click (B) add row

Enter in mandatory fields as required.


e.g. Distribution Combination ID =
101.53990000.000.000.000
Validate Invoice (N) > Invoice Actions > Validate Validate Invoice

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(N) > Invoice Actions > Pay in Full

Enter in mandatory fields:


- Bank Account = Your bank account
- Payment Process Profile = Your PPP
- Payment Document is automatically populated

(N) > (B) Submit Popup message advising


payment file creation will
be displayed

3.6.6 Generate Direct Debit and BPAY

Step Step Details Results


(N) > Navigator > Invoices > Create Invoice Land on Invoices Page

Invoice Header
Enter in mandatory fields:
- BU = Your BU
- Supplier = Your Supplier Payment header details
provided
This will automatically populate:
- Supplier Number = 110018
- Supplier Site = Head Office

- Legal Entity
- Number = as required
- Amount = select AUD and enter your amount
- Date = defaults to today

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- Payment Terms = Immediate


- Terms date = defaults to today

Lines

Click (B) add row

Enter in mandatory fields as required.


e.g. Distribution Combination ID =
101.53990000.000.000.000
Validate Invoice (N) > Invoice Actions > Validate Invoice Validated

(N) > Invoice Actions > Pay in Full Payment Number is


Generated

Enter in mandatory fields:


- Bank Account = Your Bank Account
- Payment Process Profile = Your PPP
- Payment Document is Your Payment Doc

(N) > (B) Submit > (B) OK Popup message advising


payment file creation will
be displayed

3.6.7 Cancel Payment

Step Step Details Results

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(N) > Navigator > Invoices > (N) My Recent Land on Invoices Page
Invoices
Opens the Edit Invoice
Select the invoice number you wish to cancel. screen

(N) > (B) Invoice Actions > Cancel Invoice

3.6.8 Create Payment Accounting and Post to Ledger

Step Step Details Results


(N) > Navigator > Invoices > (N) My Recent Land on Invoices Page
Invoices

Select the invoice number you wish to cancel. Opens the Edit Invoice
screen
(N) > (B) Invoice Actions > Account and Post to
Ledger

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4 Accounts Receivable
4.1 Customer Entry

Step Step Details Results


(N) > Navigator > Billing > Customers > (B) Land on Create
Create Customer Organization Customer
Page

Fill in mandatory fields required for customer


creation:
- Organization name
- Account Address Set
- From Date = defaults to today
- Account Established Date defaults to today
A site number is populated
(N) Add new row to Address Purposes.
for this customer.
Select Purpose, e.g. Bill to

(B) Save and Close Customer is created

Note that to verify search the customer in (N)


Billing > Customers > (B) Manage Customers

4.2 Create Billing Transaction

Step Step Details Results


(N) > Navigator > Billing > Customers > (B) Land on Create
Create Transaction Transaction: Invoice Page

Enter in required fields:


- Business Unit
- Transaction Source = Manual
- Transaction Type = Invoice or as required
- Transaction Date = default to today
- Accounting Date = default to today
- Currency = AUD
- Bill-to Name: e.g. search Customer Bill-to Site will be
- Bill-to Site will be populated from Bill-to Name populated from Bill-to
search Name search
- Payment Terms = as required, e.g. 30 Net

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Scroll down and add in Line items and complete


mandatory fields.

(N) > (B) Save

4.3 Billing Spreadsheet Upload


Note: Download the Spreadsheet from Oracle Enterprise Repository.

Step Step Details Results


Load the (N) > Navigator > Tools > File Import and Export Successful upload of file
spreadsheet into and ready for loading into
Universal (B) Actions > Upload interface
Content
Manager (UCM) (B) Browse and select the prepared spreadsheet
to upload

Select Account fin/receivables/import

Click (B) Save and Close


(N) > Navigator > Tools > Scheduled Processes

(B) Schedule New Process > Search

Enter in Name: Load Interface File for Import

(B) OK

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Enter in: The process will email


- Import Process = Import AutoInvoice when it completes.
- Data File = the file you prepared and uploaded
into UCM If the Load File to
Interface is successful it
Tick Notify me when this process ends will have status =
(B) Submit succeeded and the log file
will show

Submit (N) > Navigate to Receivables > Billing Unprocessed lines will
AutoInvoice show in under
AutoInvoice Errors.

Click (B) Submit Auto Invoice Submit AutoInvoice


parameters pop up.
Enter in required parameters:
- BU = Your BU
- Transaction Source = MPCC Sales
- Default Date = defaults to today
- Base Due Date on Transaction Date = default
is Yes

Tick Notify me when this process ends An email will notify the
user when the process is

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Click (B) Submit complete.

Review the It shows all lines


Click (B) under View Output for the process
Execution Report successfully processed.
that was ran.
output

View (N) > Billing > Manage Transactions Search Results show
Transactions transaction(s) processed
Imported Enter in parameters: from AutoInvoice.
- Transaction Source = MPCC Sales
- Transaction Date = DD-MMM-YYYY

Transactions are created


in ‘Complete’ status as
shown below.

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4.4 Bill Presentment Report

Step Step Details Results


Navigation (N) > Navigator > Tools > (B) Scheduled Land on Scheduled
Processes Processes Page

(N) Search for Print Receivables Transaction Process details pop up.

Printing Bills for Enter in parameters required to printing:


Customers - BU = Your BU
- Transactions to Post = All
- Order by = Transaction Number
- Transaction Class = Invoice
- From Customer
- To Customer
- Open Invoices Only = Yes

Default fields can be left as is, or change as


required.

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Scroll down

(B) Submit

Note down the process ID

When the process has ran, you will see a


succeeded and another process ran to generate
the report.

(N) Select the report output. Scroll down


vertically.

(N) > (B) Republish

(N) to the (B) Export list


(N) Export > Choose (B) RTF

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Output of Bill with your


template

4.5 Debit Memo

Step Step Details Results


(N) > Navigator > Receivables > Create Land on Create
Transaction Transaction: Invoice Page

Enter in required fields:


- Business Unit
- Transaction Source = Manual
- Transaction Type = Debit Memo
- Transaction Number = enter as required
- Transaction Date = default to today
- Accounting Date = default to today
- Currency = AUD Bill-to Site will be
- Bill-to Name: e.g. search Customer populated from Bill-to
- Bill-to Site will be populated from Bill-to Name Name search
search
- Payment Terms = as required, e.g. 30 Net

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Scroll down and add in Line items and complete


mandatory fields.

(N) > (B) Save

4.6 Credit Memo

Step Step Details Results


(N) > Navigator > Billing > Credit Transaction Land on Credit Transaction
Page
Search for the Original Transaction, i.e.
Transaction Source: MPCC Sales
(N) Select transaction number
(B) OK

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Enter in mandatory fields:


- Transaction Source = e.g. MPCC Sales
- Transaction number.

Under Transaction Amounts, put in Credit When entering percent, the


Percentage = 50. Amount in AUD
automatically calculates.

Once entered, accept the warning message.


(B) > Yes

(N) > (B) Save Credit memo is created


(B) Complete and Close

4.7 Billing Adjustments

Step Step Details Results


(N) > Navigator > Receivables > Billing > Land on Manage
Transactions > Manage Transactions Transactions Page

Find Transaction E.g. Search for: Search Results show a list


- Transaction Class = Invoice of invoices.
- Transaction Number starts with enter a number
e.g. 10380

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(N) > (B) Search


The review transaction
Select the Transaction number hyperlink, e.g. page will open.
10380
(N) > (B) Actions > Manage Adjustments The Manage Adjustments
page will open.

Use the Manage


Adjustments page to
review, create, and update
adjustments to
transactions.

Use the Create


Click (B) Create
Adjustment
window to create Enter in required information:
an adjustment to - Adjustment Type = Line Adjustments
a transaction. - Adjustment Amount = as required
- Adjustment Date defaults to today
- Accounting Date defaults to today
- Installment Number is generated

Click (B) Submit Confirmation of


Click (B) OK to confirm the adjustment. adjustment creation.

Review the new


line adjustment.

Click (B) > Done


Click (B) Save and Close

4.8 Create Billing Accounting and Post to the Ledger

Step Step Details Results


(N) > Navigator > Receivables > Billing > Manage Land on Billing Page
Transactions

Search Transactions Number starts with enter a

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number e.g. 1 Opens Review


Transaction page.
Select transaction 10000 for example.
(N) > Actions > Account and Post to Ledger Receive confirmation of
posting to ledger.

Click (B) OK at confirmation pop up.

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4.9 Receipting
4.9.1 Manual Receipts

Step Step Details Results


(N) > Navigator > Receivables > Receivables Land on Create Receipt
Balances > Create Receipt Page

Enter required information:


- Receipt Type = Standard for standard receipt
type
- Business Unit = Your BU
- Receipt Method = Manual
- Currency is your currency
- Entered Amount = enter in amount on receipt

Remittance Bank details are automatically


populated.
- Deposit date defaults to today

Customer details to be entered as per receipt,


e.g.
Name = The Chungoku Electric Power Company
Account number then populates for the customer.
Remittance Reference Detail

(N) > (B) add row

Enter in:
Receipt Match By = Transaction Number
Reference Number = 10001
Reference Amount = 246
(N) > (B) Submit and Create Another > Submit Confirmation window pops
up.

Navigated back to the


Receivables Balances.

Apply Receipt to (N) > Unapplied Receipts


Invoices
You will see your Receipt Number. You will be navigated to
Select the hyperlink – 123456 the Mange Receipt page

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(N) > (B) Add Open Receivables Add Open Receivables


pops up

Enter the customer name and click (B) Search,


e.g. The ABC Electric Power Company

Select the transactions you want to apply


(Hold down Shift or Ctrl to select more than one
invoice at one time).
You can see the applied
and unapplied amounts
Click (B) Add updated.
Click (B) Done

Click (B) Save and Close

4.9.2 Spreadsheet Receipts

Step Step Details Results


Login (N) > Navigator > Receivables > Receivables Land on Create Receipt
Balances > Create Receipts in Spreadsheet Page

Download spreadsheet, connect and Login with


Username and password.

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Fill out spreadsheet, entering in all mandatory


fields at header and line level.

Click (B) Upload

4.10 Inquire on Customer Balances

Step Step Details Results


(N) > Navigator > Receivables > Receivables Land on Review Customer
Balances > Review Customer Account Details Account Details Page

Search for a customer, e.g. Santos Gas Use the Overview table to
view information that
summarizes the current
Click the (B) expand Overview button. activity of the customer
account.

Click the (B) expand Activities button. Use the Activities region to
view detailed information
about customer account
activities.

Use the Most Recent


Activities region to view
details of the last
transaction and the last
receipt that were created
for the selected customer
account.

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Use the Date fields to


Click on the Row Header Account Number in the change the date range of
Search Results 4002 the account activity that is
displayed. The default
Click the Total Open Receivables Amount list date range is the most
item. recent 30 days.

Use the Activity History


region to review the
activities against the
selected transaction.
Click the vertical scrollbar and select a Number
you want to view.
Use the Balance Details
Click the (B) Actions menu.
Click the View Balance Details list item. window to see
summarized balance
details for a selected
transaction.

Click (B) OK You have successfully


Click (B) Done reviewed customer
account details.

4.11 Update Customer Balances

Step Step Details Results


(N) > Navigator > Receivables > Receivables Land on Review Customer
Balances > Review Customer Account Details Account Details Page

Search for a customer, e.g. Santos Gas

Click the (B) expand Overview button.

Click the (B) expand Activities button.

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Click on the Row Header Account Number in the


Search Results 4002

Click the Total Open Receivables Amount list


item.

Use the Balance Details


window to see
summarized balance
Click the vertical scrollbar and select a Number details for a selected
you want to view. transaction.
Click the (B) Actions menu.
Click the Update Balance list item.

Click (B) OK You have successfully


Click (B) Done updated customer
balances.

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5 Cash Management
5.1 Bank Statement Upload
Note: Download the Spreadsheet from Oracle Enterprise Repository.

Step Step Details Results


Load the (N) > Navigator > Tools > File Import and Export Successful upload of file
spreadsheet into and ready for loading into
Universal (B) Actions > Upload interface
Content
Manager (UCM) (B) Browse and select the prepared spreadsheet
to upload

Select Account cm/cashManagement/import

Click (B) Save and Close


(N) > Navigator > Tools > Scheduled Processes Scheduled Process
parameters page
(B) Schedule New Process > Search displayed.

Enter in Name: Load Interface File for Import

(B) OK

Enter in: The process will email


- Import Process = Process BAI2 Format Bank when it completes.
Statements
- Data File = the file you prepared and uploaded If the Load File to
into UCM Interface is successful it
will have status =
Tick Notify me when this process ends succeeded and the log file
(B) Submit will show

Click Submit. Scheduled Process


completes and succeeds.

Confirm Bank Navigator > Cash Management: Bank Statements


Statement and Reconciliation
Load/Import

Bank Statement Reconciliation Subsection:


Incomplete Folder
Look for folder named “Checking Account”. Click Bank Statement and Bank
on down arrow to the left of to expand the Statement Lines will be
contents of the folder and locate your bank displayed.
statement. Click on the required statement id

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5.2 Manual Reconciliation

Step Step Details Results


Manual (N) Navigator > Cash Management > Bank
Reconciliation Statements & Reconciliation > Reconciliation >
Manual Reconciliation
Search Criteria Populate corresponding fields to search upon to
find transactions to reconcile.
Bank Account Select the Bank Account to reconcile.
Field Click (B) Search.
Search Results Displays two areas: Unreconciled system
Bank Statement Lines: from manually created or transactions and external
imported bank statements. cash transactions and
System Transactions: from A/P & A/R, also statement lines are
displays external cash transactions. displayed.

Check Box User will see the Amount


(B) Check the far left column in the search
Column results in either area to mark the bank statement and Difference add up
line with the corresponding system transaction. while checking the items,
e.g.

Reconcile Click the Reconcile Option Button. Bank Statement


Reconciliation is saved.

Click (B) Done

Note: any reconciliation method (manual/


automatic) can be used irrespective of whether
the bank statement was imported or created
manually

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5.3 Creating Accounting Entries

Step Step Details Results


Create (N) Navigator > Cash Management > Bank
Accounting Statements & Reconciliation > Accounting >
Create Accounting
Fill in required fields:
- Sub ledger Application = Cash Management
- Ledger = LEDGER AUD (Select your ledger)
- End date defaults to today
- Accounting Mode = Final (or Draft is used if you
want to confirm and validate prior to creating
accounting)
- Process Events = All (Can also select Invalid
Accounts or Errors)
- Report Style = Detail (Can also select Summary
or No Report)
- Transfer to General Ledger = Yes
- Post in General Ledger = Yes
- Include User Transaction Identifiers = No

Submit Click Submit. Journal Entries created for


External Cash
Transactions.

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6 Fixed Assets
6.1 Add Assets

6.1.1 Add Asset via Spreadsheet

Step Step Details Results


(N) > Navigator > Fixed Asset > Additions > Add Pop up windows
Assets in Spreadsheet prompting for asset book
and template

Download Add Assets in Spreadsheet Prompted for spreadsheet


Spreadsheet - Book = Your CORPORATE book save options
- Template = CreateAssetAddtions.xlsx (Select
as applicable)

Open the File:


(N) > (B) Go
Download and What do you want to do with Spreadsheet? Prompted for credentials
Option to Save - (N)> Select 'Open' when prompted for
download Successful sign-in.
option

Do you want to connect? You will receive some


Log In (N) > (B) Yes invoker messages. This is
expected. Wait for the
Login with your ERP Username and Password.
messaging to complete.
(N) > (B) Sign-in
General Excel template will be
Information (N) > Excel Application (template should be downloaded and
displayed) populated with labels and
action buttons
Enter General Information:
- Asset Type = Accept default or override
- Depreciate = Accept default or override
- Queue Name = Post
- In Physical Inventory = Accept default or
override

(*) Note:
1) Fields denoted with [..] are validated lists.
Double click on the data field to launch a
search
2) Select fields have drop-down LOVs (e.g.
Asset Type). Click into the field and the drop
down notation will appear
3) ' *' = Required Field
4) Fields grayed out are not updateable

Asset Lines Category and Cost Details Input acceptance


- Interface Line Num = Sequential number,

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unique across all entered lines in the xls doc


- Description= Enter brief text description
- Major Category = Enter the major category or
double click on the field to search for value
- Minor Category = Enter the major category or
double click on the field to search for value
- Cost = Cost of Asset (currency is defined by
the selected book and is not updateable)
- Units = Quantity

Location and Quantity Details Input acceptance

- Units = Quantity

- Employee = Enter name (last, first) or double


click
field to search for value
- Country = Enter or double click to select value
- State = Enter or double click to select value
- City = Enter or double click to select value

- Expense Account = Depreciation Expense


account will default, update entity and cost
center

Placed in Service and Asset Details Input acceptance

- Placed in Service Date = MM/DD/YYYY

- Tag Number = Enter, as applicable


- Serial Number = Enter, as applicable
- Manufacturer = Enter, as applicable
- Model = Enter, as applicable
- Property Type = Override, as applicable
- Property Class = Override, as applicable

Additional Asset Fields Input acceptance

- Update any additional fields in the spreadsheet,


as desired

Submit Asset Submit Assets Upload Options popup is


Mass Addition displayed - response 'OK'
Process (N) > Submit and Post Mass Additions is accepted.
(N) > (B) > OK {response to upload options}

Confirmation Confirmation Message

(N) > (B) > OK {acknowledgement to process


submission}

Note Process ID that was generated in


confirmation message

Validation Validation - Rows Imported Row Insert Message

The Row Status field (column D in xls doc) will be


updated. Dependent upon the number of rows
transmitted, this could be 5-10 seconds up to a

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60 seconds.

Validation - Verify Submitted Mass Additions Validation of successful


process import and asset creation

- Scroll down to Scheduled Process region


- Click on row for your process id, which was
issued when you submitted Mass Addition
process
- Click on View Output

Review report (pdf document)

6.1.2 Add Asset Manually

Step Step Details Results


(N) > Navigator > Fixed Asset > Additions > Add Pop up windows
Asset prompting for asset book,
category, type

Key Asset Values Values are accepted.


- Book = Your CORPORATE book
- Category = Search / select appropriate
categories Add Asset page is
- Type = Capitalized, Expense, or CIP displayed with entered
values plus defaults
(N) > (B) Next
Asset Details Acceptance of input
- Asset Number = Assign Unique Asset Number
or Leave it blank (to use automatic sequencing)

- Description = There is a drop down, but


freeform text can be entered as well.

- Date Placed In Service = commencement of


service/usage and depreciation

Transaction Details Region Acceptance of input


- Comments = Brief textual comments
- Add amortization options, as applicable

Descriptive Details Region Acceptance of input


- Tag Number = Enter, as applicable
- Serial Number = Enter, as applicable
- Manufacturer = Enter, as applicable
- Model = Enter, as applicable
- Property Type and Class = Override, as
applicable
- Ownership = Override, as applicable
-Bought = Override , as applicable
In Physical Inventory = (Checked) as Applicable
Enter other fields as applicable
Financial Details - General Tab Acceptance of input
- Cost = Asset Cost (AUD)
- Depreciate = Checked

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-Salvage Value type = Amount/Percent, as


applicable
- Salvage Value Amount/Percent – As Applicable

Review/update any other defaulted values

Advanced Rules Tab Acceptance of input


Enter Assignment details
- Units
- Expense Account ( Defaults but can be
overridden)
- Employee Name and Number( if applicable)
- Location (click on the Search icon to update the
location details )

Click on the + green icon to add another

assignment line

Source Region Tab Acceptance of input


- Payables transaction details will be transferred
via Mass additions, so this region will not likely be
used from a manual entry standpoint

Submit (N) > (B) Submit > Creates Asset Confirmation message
pops up

6.2 Depreciate

Step Step Details Results


Submit Request (N) > Navigator > Fixed Asset > Financial Land on Calculate
Transactions > Depreciation> Calculate Depreciation Page
Depreciation

Under Job Definition: Deprecation Process


1) Select the Calculate Depreciation submission confirmation
Provide the Parameters:
- Book = Your CORPORATE book
- Period = defaults to current open period
- Close Period = No Note the Process id

2) Select the Journal Entry Reserve Ledger


Report under Job Definition: On clicking OK, Land on
Provide the Parameters: Financial Transactions
- Book = Your CORPORATE book Overview Page
- Currency = AUD
- Period = select period, e.g. Dec-14

(N) > Submit (B)

On the Confirmation Message click OK (B)

Wait for the Status to be Succeeded.

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Validate Valid Depreciation Process The programs completed


Successfully.
Remaining on the FA Dashboard page:
- Scroll down to Scheduled Process region
- Click on row for your process id
Note: The Calculate Depreciation Job Set has 2 Journal Entry Reserve
programs. Ledger Report is reviewed
and validated
- Click on View Output of each program
a) Journal Entry Reserve Ledger Report
c) Period close
Tax Books Repeat above process for each tax book Process repeated for all
books

6.3 Retire

Step Step Details Results


(N) > Navigator > Fixed Assets: Retirements > Land on Retire Asset
Retire Assets Page

Search for asset Search for Asset Search results are


to retire - Enter Search Criteria displayed

(N) > (B) Search

Retire Cost Click on row of interest (do NOT click on Asset Retire Cost page opens
Number as this will navigate you to asset details) Input for retirement details
accepted
(N) > Retire Costs (B)

Under Transaction details provide: -Receive confirmation


- Comments = Brief text regarding retirement pop-up for retirement
- Retirement date submission.

Under Retirement Details Provide: (as applicable)


- Cost Retired
- Proceeds of Sale
- Cost of Removal
- Retirement Reason = select form LOV
- Retirement Convention = Monthly

- Trade in Values
- Sold-to
- Check or invoice number

(N) > (B) Submit

Review results N) > Navigator > Fixed Assets: Retirements> Asset retirement details
Overview page

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reviewed
Under Manual Retirements > (Tab) Current
Period
View the asset details for the asset retired in
above steps.

6.4 Transfer

Step Step Details Results


(N) > Navigator > Fixed Asset > Tracking >
Manage Assignments

Search for Asset to Edit: Queried Assets are


returned
Enter desired search criteria

(N) > (B) Search

Drill into selected asset Transfer Asset page is


displayed for the asset
Click on desired row (Don't click on asset number queried.
or you will drill into read-only view of asset. Click
on the row in the description field area)

(N) > (B) Transfer Asset

Transfer Asset - Modify existing location data Input Accepted


and Expense Account.
As example below:
(Note: You cannot modify existing assignment
data. To change a location for an existing
assignment, you will need to transfer the asset
out of the current assignment/location and back
into itself again with the current assignment)

Units Empl Locn


0 Anne SYD
1 Anne PER

6.5 Create Accounting and Post to Ledger

Step Step Details Results


(B) Navigator > Fixed Asset> Financial Submit Process page for
Transactions> Tasks > Accounting > Create Create Accounting will be
Accounting displayed

Enter Process Parameters: Process will be submitted;


{Accept all defaults unless noted below}
- Book = Selected desired book, i.e., Your Note the process id in the
CORPORATE book pop up.
- Sub Ledger Application = Assets
- End Date = Last day of current billing period

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- Accounting Mode = Final/Draft


- Process Events = All
- Report Style = Summary/Detail/No report On clicking OK, Land on
- Transfer to GL =Yes/ No Financial Transactions
- Post to GL = Yes/No Overview Page

(N) > (B) Submit


On the confirmation popup click on (B) OK

Verify Account Process Process completed with


N) > Navigator > Fixed Asset: Financial 'Succeeded' status
Transactions Overview page

Scroll to bottom of overview page to the


Scheduled Process Section 'Create Accounting
Execution Report'
View 'Create Accounting Execution Report' output reviewed

6.6 Generate Tax Entries

Step Step Details Results


(B) Navigator > Fixed Asset> Financial
Transactions> Tasks > Accounting > Create
Accounting
Enter Process Parameters: Process will be submitted;
{Accept all defaults unless noted below}
- Book = Selected desired book, i.e. Your TAX Note the process id in the
book pop up.
- Sub Ledger Application = Assets
- End Date = Last day of current billing period
- Accounting Mode = Final/Draft On clicking OK, Land on
- Process Events = All
Financial Transactions
- Report Style = Summary/Detail/No report
Overview Page
- Transfer to GL =Yes/ No
- Post to GL = Yes/No

(N) > (B) Submit


On the confirmation popup click on (B) OK

Verify Account Process Process completed with


N) > Navigator > Fixed Asset: Financial 'Succeeded' status
Transactions Overview page

Scroll to bottom of overview page to the


Scheduled Process Section 'Create Accounting
Execution Report'
View 'Create Accounting Execution Report' output reviewed

6.7 Run Depreciation Report

Step Step Details Results

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(N) > Navigator > Tools > (B) Scheduled Scheduled Processes
Processes page opens

Click on Schedule New Process(B) Note the Process id

Review the output

Search for Calculate Depreciation and select the


report to be run, e.g.:
- Asset Additions Report
- Asset Retirements
- CIP Capitalization Report
- Asset Category Change Report
- Cost Adjustment Report
- Asset Balances - Cost Detail & Summary
Report
- Asset Balances - CIP Detail & Summary
Report

Click on OK
Provide the Process Details – parameters as
applicable
Click on Submit (B)

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7 General Ledger Maintenance

7.1 Manage Accounts - Manual

Navigation Description
Setup and Maintenance > Add or update account values
Manage Chart of Accounts Value
Set Values
1. Enter Module > General Ledger > Search

2. Highlight the segment you would like to add or update values against (ie POSA
Account) > Click Manage Values
3. Either search for an existing account or add a new account (Actions Edit/Add)

If you want to post to this account (leave as No)

If you want to set up account as a node in a tree for reporting


purposes click yes

Select applicable module if you would like this account to be


included in one of the reconciliation reports (e.g. AP to GL
Reconciliation or AR to GL Reconciliation). Otherwise leave blank

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7.2 Manage Accounts – Upload

Navigation Description
Open For users to upload one or many segment values.
“ChartofAccountsSegmentValues The spreadsheet has been provided. However a
andHierarchiesImportTemplate.xl clean version can be found on the Oracle website
sx” spreadsheet > Click on https://login.oracle.com/mysso/signon.jsp > Enter
“GL_SEGMENT_VALUES_INTE Oracle User name and Password > Login as Guest >
RFACE” worksheet Search for “Segment Values and Hierarchies Import
1. Enter the values to be imported as below

Note: The value set code should be POSA Account


2. Once entry is complete click on “Instructions and CSV Generation worksheet” >
Generate CSV button

3. Save the files in a specific folder ready for you to upload


4. Log into Fusion. Navigate to Tools > File Import and Export > Action > Upload
5. Browse for the file and select the Zip file as below

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6. Select the account fin/general ledger/import. Then save and close

7. Navigate Scheduled Processes > Schedule New Process > Load Interface file for
Import

8. Select Import Segment Values and Hierarchies and the Data File > Submit

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9. Ensure the processes have gone to success. Click on the refresh button to see the
status of the process

10. Schedule New Process > Import Segment Values and Hierarchies

11. Select LEDGER AUD and POSA Account > Submit

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Check the Schedule Process has run. This will go to a status of warning. Reason being
that there were no hierarchies loaded just the account values

Note: By clicking on the Warning Status, it brings up the log as below which outlines the
results of the process

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Once loaded the Accounts can be viewed via “Manage Chart of Accounts Values Set
Values” page or by viewing the Account Listing report as outlined below

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7.3 Creating New Companies

Navigation Description
Setup and Maintenance > Able to add or update company values
Manage Chart of Accounts Value
Set Values
1. Enter Module > General Ledger > Search

2. Highlight the segment you would like to add or update values against (ie POSA
Company) > Click Manage Values
3. Either search for an existing account or add a new Company (Actions Edit/Add)

4. Assign the Company to Ledger and Legal Entity. Setup and Maintenance > Assign
Balancing Segment Values to Legal Entities

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Note: As this task is created by ledger you must navigate to the task via the
Implementation Project

Note: Add the company value to a legal entity. If the legal entity does not already exist (ie
this is a totally new company that has been purchased) then setup first via Setup and
Maintenance > Manage Legal Entity

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7.4 Create Account Combinations

Navigation Description
Setup and Maintenance > Account Combinations have been setup to be created
Manage Account Combinations manually. This means that each combination of
Company and Account must be added to the system
to ensure it is valid.
Without this account combination no journals or sub
ledger transactions can be entered against the
combination. All chart of accounts against their
respective company codes have been added as part
of the initial implementation
1. To manually add a new account combination. Click on the + button to add a single
row > Save

2. If there are a large number or rows to be added, however it does not make sense to
add these manually the following steps can be taken to generate the combinations
via spreadsheet journal
a. Navigate to Setup and Maintenance > Manage Chart of Account Structure
Instances > Search > Manage Structure Instances

b. Search > Edit the Structure

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c. Click on the flag “Dynamic Combination Creation Allowed”> Save and Close

d. Deploy the flexfield

Once run successfully the deployment status will be ticked

e. Log out and back in before the combinations can be created dynamically
f. Create a journal (via the spreadsheet upload tool) for the new combinations you
require. You can delete the journal once entered. Its does not need to be posted
to create the account combinations
g. Ensure you go back and take the “Dynamic Combination Creation Allowed”
checkbox off, then deploy the flexfield and logoff and back on again
Note: When taking the “Dynamic Combination Creation Allowed” flag off this should be
done after hours when other users are not on the system otherwise any combination will
be allowed to be created and posted to the ledger
Note: To check the valid account combinations run the account combination listing report

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7.5 Create Daily Rates

Navigation Description
General Accounting > Period Insert new daily rates to the system to be used for
Close > Manage Currency Rates foreign currency calculations
> Daily Rates
1. Click Create in Spreadsheet button

2. Create a line in the spreadsheet for every day of the month that a rate must apply (ie
if the rate is the same for each day and you want to use a rate for each day of the
month enter the same rate 30/31 times. Otherwise if you only need a rate for the last
day of the month enter the rate for that day)

3. Click Submit
4. After loading there will be a message regarding the status of the load. If there is an
error clickn on the error hyperlink

5. To view the rates loaded and/or to update search using the appropriate criteria

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7.6 Create/Edit Historical Rates

Navigation Description
General Accounting > Period Insert or edit Historical rates to the system
Close > Manage Currency Rates Historical rates are usually used in the Translation
> Historical Rates process against equity accounts
1. Enter criteria.
2. Either Create, Edit or Review in spreadsheet

3. Enter the applicable Account Combinations and whether the histroical rate should be
based on a value type of “Rate” or “Amount”

Note: When creating or editing from a spreadsheet choose the Option “Roll Forward =
Yes” for the rates/amounts to apply for each period rolling forward. This usually means
that Equity account balances only need to be updated once per year

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7.7 Update Trees - Manual

Navigation Description
Setup and Maintenance > Update nodes or detail values within the trees before
Manage Account Hierarchies these can be published to the Cube for inclusion in
the Financial Reports
1. Select the tree to be updated. Always update the CURRENT version of the tree.

Note: Setup is as per Oracle Best practice “Oracle Fusion General Ledger Hierarchies:
Recommendations and Best Practices (Doc ID 1520970.1)”

2. Click on the Current version link > Click Next

3. Open up the node to be updated > Click on the Add or Update icon

4. Select a Data Source of “Detail” or “Parent Value”. Detail value can be a specific or

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range of values

5. Submit the tree Changes. The tree will then go to a Draft Status

6. The tree must be audited before the status can be updated to Active. Highlight the
tree version > Actions > Set Status > Active

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7. Click Online Audit and wait for the process to finish > Click Ok > Click Done

Note: The tree version is now active and available for publishing to the Cube

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7.8 Publish Trees to Cube

Navigation Description
Setup and Maintenance > Publish Any changes to the Trees (i.e. Account Hierarchies)
Account Hierarchies must first be published to the Cube before the
updates can be displayed in the “Financial Reporting
Studio” reports
1. Select the Value Set (e.g POSA ACCOUNT for the Account Trees and POSA
COMPANY for the company tree) > Search
2. Select the tree you want to publish to the Cube (Note: Only active trees can be
published
3. Click the Publish button

4. Navigate > Scheduled Processes. Wait for the process status to update to Success
(note for large trees this can take 2-5 minutes)

Note: Once the trees have been published successfully to check the updates have gone
through successfully go to
• FR Studio report writing tool view the trees within the tool
• Inquire and Analyze Balances within the Fusion Application. Navigate: General
Accounting Dashboard > Inquiry and Reporting > Inquire and Analyze Balances .
Open up the account and open up the tree and tree node that has been udpated

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7.9 Load Trees through Spreadsheet

Navigation Description
Open For users to upload one or many segment values as
“ChartofAccountsSegmentValues well as Hierarchies. The spreadsheet has been
andHierarchiesImportTemplate.xl provided. However a clean version can be found on
sx” spreadsheet > Click on the Oracle website
“GL_SEGMENT_VALUES_INTE https://login.oracle.com/mysso/signon.jsp > Enter
RFACE” worksheet Oracle User name and Password > Login as Guest >
Search for “Segment Values and Hierarchies Import”
1. If the tree is being created for the first time both the Nodes and the Hierarchy can be
added within the same spreadsheeet. Firstly create the nodes via the “GL SEGMENT
VALUE INTERFACE” worksheet

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Note: The value set code should be POSA Account


2. Enter the Tree hierarchy using the Segment value codes

Note: Each node must have a detail value or the load will fail.
Note: Detail ranges are unable to be entered via the spreadsheet. This must be done
manually via the online user interface
Note: If the tree is being updated delete the tree within the user interface and then load
via the spreadsheet

3. Go to “Instructions and CSV Generation” worksheet. Click on “Generate CSV” button

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4. Save the files in a specific folder ready for you to upload


5. Log into Fusion. Navigate to Tools > File Import and Export > Action > Upload
6. Browse for the file and select the Zip file as below

7. Select the account fin/general ledger/import. Then save and close

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8. Navigate Scheduled Processes > Schedule New Process > Load Interface file for
Import

9. Select Import Segment Values and Hierarchies and the Data File > Submit

10. Ensure the processes have gone to success. Click on the refresh button to see the
status of the process

11. Schedule New Process > Import Segment Values and Hierarchies

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12. Select LEDGER AUD and POSA Account > Submit

Check the Schedule Process has run. This will go to a status of warning. Reason being
that there were no segment values loaded just the hierarchies

Note: By clicking on the Warning Status, it brings up the log as below which outlines the
results of the process

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13. Once loaded the Trees can be viewed via “Manage Account Hierarchies” page. The
tree will be loaded with an active Status

14. Click on the tree to add the ranges manually > Click Submit to save

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Set Tree Status to Active and Perform Online Audit

Note: You must republish the tree to the Cube for it to be updated

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7.10 Financial Reporting Studio


Financial Reporting Studio is the reporting tool used to create and update Financial reports for
the Fusion application. All these reports run off data in the Essbase Cube.
Each time a journal is posted in Fusin the cube gets updated with the balances ready to be
reported on.
To access the detailed training guide for FR Studio -
https://docs.oracle.com/cd/E10530_01/doc/epm.931/fr_user.pdf
The following sub sections are key to running and viewing FR Studio Reports

7.10.1 Financial Reporting Studio Setup

Steps below
1. In order to downlowad Financial Reporting Studio to your local PC you will need to
navigate to the Fusion Workspace (Navigate: General Accounting > Financial
Reporting Centre > Open Workspace for Financial Reports)

Note: The FIREFOX browser seems to work best when trying to open the workspace for
Financial reports. If by clicking on the link “Open Workspace for Financial Reports” does not open
the window you will need to add the XUL Manager Logon. The steps to load the add-on can be
found on My Oracle Support - Using Hyperion Workspace With Recent Firefox Versions (Doc
ID 1447453.1)
Note: At the time of writing this document installing FR Studio on a client PC was not compatible
with Windows 8
2. Click on Install Financial Reporting Studio as outlined below

3. From the link right click and run as administrator

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4. Click on the FR Studio Icon to Open

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5. Enter the FR Studio Path (Server URL)


6. Then enter your Fusion User Name and password

7.10.2 Security Required for Financial Reporting Studio

The minimum required role to connect is “Report Designer,” if the user is not
provisioned with this role, the user will get an “Access Denied” error. Ensure the
user is provisioned with the “Report Designer” role in Shared Services.

To use Workspace or the Web Preview functionality in FR Studio, the user will
also need the “Explorer” and “Viewer” roles.

7.10.3 Using FR Studio

Once within FR Studio all Reports can be accessed via the following path
Shared Folders / Custom / Financials / General Ledger /Financial Reporting

Once opened the reports appear as follows

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7.10.4 Running FR Studio Reports

FR Studio reports can be run via the


• Financial Reporting Centre or
• The Enterprise Performance Management System Workspace
In order to downlowad Financial Reporting Studio to your local PC you will need to
navigate to the Fusion Workspace (Navigate: General Accounting > Financial Reporting
Centre > Open Workspace for Financial Reports)

Reports can be viewed and run from here by navigating

Shared Folders / Custom / Financials / General Ledger


/Financial Reporting

Reports can also be run from the workspace

Once within the workspace the FR Studio Reports can be viewed from

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Navigate as below

Once Run reports are viewed as below. Update the values to change any report parameters

Note: For company values the following options can be run

• Single company
• All companies
• A node from the Company tree

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Note: Fiscal Period, can be for a number of options as below

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7.11 Activating Spreadsheet Load tool for New Users


For new users they must download the Desktop integration file before being able to upload
spreadsheets to the Fusion system (e.g. Journal upload, Asset upload, AP upload etc.).
Navigate to the desktop integration and save and run the file as below

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7.12 General Ledger Conversions

Navigation Description
General Accounting > Journals > Spreadsheet upload for the purpose of Data
Create Journal in Spreadsheet Conversion
1. In order to upload a journal to one or many periods, the multiple journal feature
within the spreadsheet upload can be used. First prepare your data in a
spreadsheet template similar to below. The columns should match exactly to the
spreadsheet template

2. Copy and Paste data into the Fusion Journal Spreadsheet upload tool.

The group ID will make up part of the Journal Batch ID


once loaded. In order to make it easier to find your
journals you can enter your own Batch ID (e.g. The
company number you are loading your journals for).
Otherwise just search for your journals, once loaded
using the generated ID provided by Fusion

By utilising the Multiple Journal upload tool worksheet, many journals


can be loaded at one time into Multiple periods

Note: The periods must first be opened

3. Click the Submit button then message will display as to whether line was uploaded
successfully to the Journal tables. You can elect to POST straight away or just
import

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4. Search for the journal once loaded. By choosing the Contains search criteria for the
“Journal Batch” you will be able to view the Group ID that was loaded

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8 Fixed Asset Maintenance


8.1 Manage Categories
When adding a new Category you must perform the following steps
1. Add Fixed Asset Flexfield Value Sets (Navigation: Setup and Maintenance > Manage
Fixed Assets Flexfield Value Sets
2. Enter the module Assets then search

3. Click on the Major Category > Manage Values

4. Click on Add

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Note: The value must be Uppercase

5. Perform the same steps for the Minor Category


6. Then Create the Category Setup (Navigation: Setup and Maintenance > Manage Asset
Categories)

Create the default depreciation rules for the category

Note: This the depreciation method and rate are a default for the category and can be overridden
at the time of adding the asset

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8.2 Manage Depreciation Methods


Fusion Depreciation rates and lives for Diminishing Value, Prime Cost and Straight Line methods
must be pre-configured. Thus if there is a particular asset with a life/rate that has not been
preconfigured it must be first setup before adding the asset

1. Navigate: Setup and Maintenance > Manage Depreciation Methods

2. Add to the rates table by clicking on the + Button. Ensure the adjusting Rate is 0 to
enable the total adjusted rate to equal the basic rate that was entered

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8.3 Asset Conversion

Navigation Description
Open For users to upload one or many asset values for
“FixedAssetMassAdditionsImport conversion purposes the spreadsheet has been
Template.xlsx” spreadsheet > provided. However a clean version can be found on
Click on the Oracle website
“FA_MASS_ADDITIONS” https://login.oracle.com/mysso/signon.jsp > Enter
worksheet Oracle User name and Password > Login as Guest >
Search for “Fixed Asset Mass Additions Import”
1. Values are required to be entered in the FA_MASS_ADDITIONS and the
FA_MASSADD_DISTRIBUTIONS template

FA_MASS_ADDITIONS Template – Contains the main asset physical and financial


information and is illustrated below

Note:
• Interface Line number is a temporary number and is used to match the values in
the FA_MASS_ADDITIONS and FA_MASSADD_DISTRIBUTIONS worksheets
• Asset Number can be assigned or if left Blank Fusion will assign the next asset
number
• Tag Number – Representing the old asset number (for conversions) must be
unique across all books
• At the top of each field there are embedded comments as to the format and
requirements for each field
FA_MASSADD_DISTRIBUTIONS – Contains the location and Asset depreciation
expsense segment coding is illustrated below

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Note:
• Interface Line number is a temporary number and must match the asset line
details withint the FA_MASS_ADDITIONS worksheets

2. Go to “Instructions and CSV Generation” worksheet. Click on “Generate CSV” button

Note:
• Upon generating the CSV two further worksheets will be generated
(“FaMassAdditions” & “FaMassaddDistributions”). When generating a file again
(due to errors or other reasons) you must first delete these extra sheets

3. Save the files in a specific folder ready for you to upload


4. Log into Fusion. Navigate to Tools > File Import and Export > Action > Upload

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5. Browse for the file and select the Zip file as below

6. Select the account fin/assets/import. Then save and close

7. Navigate Scheduled Processes > Schedule New Process > Load Interface file for
Import

8. Select Post Mass Additions and the Data File > Submit

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9. Ensure the processes have gone to success. Click on the refresh button to see the
status of the process

10. Schedule New Process > Post Mass Additions

11. Select the appropriate Book > Submit

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12. Check the Schedule Process has run.

13. Click on the Post Mass Additions Report Status hyperlink “Succeeded” to view the
report of assets added > Click Republish

14. Export

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You are now able to view a list of the loaded assets with Asset numbers and total cost and
asset count

15. Further Asset reports to check the load and depreciation can be run via the menu
path Reports and Analytics as below

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Update the “Sort and Filter” to match the BOOK and ASSET NUMBER range for the asset
load

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9 Accounts Payable Maintenance


9.1 Add Credit Card Users

Navigation Description
Setup and Maintenance > Add or update user names for the User List used at
Manage Chart of Account Value the AP Invoice line level when coding for Credit Card
Sets expenses
User names can be entered against the Invoice line by clicking on the “Details” icon as
below

Click on user name for an available list of Values

To configure new users or udpate user names for this list perform the following steps

1. Navigate: Setup and Maintenance > Manage Chart of Account Value Sets > Enter
Module “Shared Setups”> Search > Click on User_List > Manage Values

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2. Add or Update User List

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9.2 Setting Up Bank and Branches for New Suppliers

Navigation Description
Setup and Maintenance > When setting up the Supplier Banking details the
Manage Bank Accounts Bank and Branch setup must first be completed
separately and linked to the supplier for new bank
and branch numbers
Note: When setting up a supplier banking details only the Bank number is able to be
entered within the supplier page. The Bank and Branch number must be set up in a
separate area before the supplier can be setup. As illustrated below within the supplier
banking setup

The banking details as below


Bank account number can be
entered directly against the
supplier

Bank and Branch numbers must be selected from a


drop down field. These fields (when there is a new bank
or branch number) must be pre-configured before
setting up the supplier

Setup new Bank and Branch numbers as below


1. Navigate: Setup and Maintenance > Manage Bank Accounts

Note: The Bank Name should include Bank and Bank Code. This will enable the user
when setting up the supplier to select the correct bank code

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2. Setup the Bank Branch. Navigate: Setup and Maintenance > Manage Bank
Branch

Note: The Bank Branch Name should include Bank and Bank Code, Branch and Branch
code. This will enable the user when setting up the supplier to select the correct bank
branch code

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10 Security Maintenance
There are two ways to add new users and roles
1. Oracle Identity Management (OIM)
a. Used for adding initial implementation users
b. Password resets
c. Updating User email addresses
d. Adding Ad-Hoc Roles
2. Manage Users
a. Used for adding new users and auto provisioning roles

Note: User Copy functionality is not currently available in Fusion. Thus each new user must be
created (through Manage Users) and roles auto provisioned or roles added manually through
OIM.

10.1 Manage HCM Role Provisioning Rules

Navigation Description
Setup and Maintenance > Setup user role mappings based on Job position and
Manage HCM Role Provisioning location (other filters can also be applied e.g.
Rules Department)
Accounts Payable – Sydney Office
• All Business Units
• Accounts Payable Roles

Accountant – Sydney Office


• All Business Units
• Roles for All Modules

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• WA Business Unit only


• Roles for All Modules

Note: When a new user is provided with critieria that matches this mapping all these roles
can be autoprovisioned during setup

Further notes and steps regarding auto provisioning

Auto-provisioning rules for each user using different mappings.


To begin, you will need to create a mapping in which the roles will be provisioned so that all users
with the same mapping can be assigned with the same roles.
Setup and maintenance > Manage HCM Role Provisioning Rules > Go to task. To create a
unique mapping, you will first need to name the mapping then assign a unique variable that will
differentiate different users from different business units. In the test environment, we used the job

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category and location to differentiate users and map all the common ones. (Job = Accountant;
Location = Head Office).

Once the mapping and categories have been created, you will then be able to add the different
roles that the mapping will hold in order to allocate them to users which use the same mapping.
An example of this is shown in the above screenshot. Once all the roles have been entered, click
on “Apply Auto provisioning” then save and close.

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Once this has been done you will need to go to “setup and maintenance” > manage users >
go to task.

In Manage users, you will need to find the user that you want to provision the rules to and select
them.
In the user, you will need to click on “Autoprovision roles” to allow the system to add or delete
any roles that the user has or not in comparison to the HCM Role mapping in which was created
before.
Once the status has changed, you will need to look up the current roles in the same window to
see whether the roles have been added or deleted.
You will need to run a process in order to update the LDAP in which all the roles are located on
so that all the users can be refreshed with the roles that have been added or removed.

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The run process is found at setup and maintenance > “Run User and Role Synchronization
Process” > go to task. This will need to be done after auto provisioning any roles to users. This
will refresh the user’s role and synchronize them to any mapping that they are common with.

Once you press on the go to task, click on submit to imitate the task. You will need to then go to
Navigator > Scheduled Processes to check whether the task have been succeeded.

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Roles Needed
Make sure to have the following roles to ensure all AP, AR, GL and Cash Management Roles are
enabled:
- Accounts Payable Manager
- Accounts Payable Specialist
- Accounts Receivable Manage
- Accounts Receivable Specialist
- Chief Financial Officer - assigned through the OIM instead of manage users task.
- Billing Manager
- Billing Specialist
- Financial Analyst
- General Account
- Supplier Administrator – all those that are importing or managing suppliers will need to
add procurement to the role before being able to use it.
- Line Manager- Used for all the workflows.
- Cash Manager – Used for Cash Management.

10.2 Add New Users and Roles – Manage Users

Navigation Description
Setup and Maintenance > Add new users and auto provision roles based on
Manage Users their roles/position/location
Setup as below.

Note: To ensure the Autoprovisioning mapping is picked up setup the employment


information to match the mapping rules (eg Accountant – Sydney Office)

Click on “Autoprovision Roles” to assign the mapped roles

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Run setup and maintenance > “Run User and Role Synchronization Process” > go to
task. This will need to be done after auto provisioning any roles to users. This will
refresh the user’s role and synchronize them to any mapping that they are common with.

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10.3 Add New Users and Roles – OIM

Navigation Description
Setup and Maintenance > Create Add ad-hoc roles to users, reset passwords, update
Implementation User email addresses
1. Navigate:Setup and Maintenance > Create Implementation User > Click on
Administration

2. Click on Advanced Search - Users

3. Either search for a user or create a new user


4. Once clicking on the user, a number of details can be updated
5. Roles can be added by clicking on the “Roles” tab > “Assign” button

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11 Creating OTBI Queries


OTBI queries enable users to run adhoc queries to excel spreadsheet and various other usable
formats. The user has access to a number of tables and fields provided by Oracle. No SQL
access is available only the tables that have been exposed by Oracle
Navigation: Tools > Reports and Analytics > Create Analysis

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When selecting a subject area to include in the query it must have REAL TIME included at the
end of the description otherwise your query will not return any data

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