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Hierarchy Financial Setup Implementation Process

1. Define Value Sets

Value sets determine the attributes of your account segments such as the segment length, whether to require a segment value, value alignment, and value security.

Prior to the setup of attribute account segments it must be finalized and approved by the Project Owner.

2. Create Key Flexfield Segment Structures

Indicate how many separate segments your account will have, and for each segment, enter a name, sequence number, and an associated value set.

Key flexfield segment structures must be discussed and approved by the project owner. This must be clearly discussed during COA Workshop

Once you set up or modify your structures and segments, you must freeze your flexfield definition and save your changes. When you do, your flexfield compiles automatically to improve on-line performance. You must recompile your flexfield every time you make changes using this form, including enabling or disabling cross-validation rules.

You can see your flexfield changes immediately after you freeze and recompile your flexfield. However, your changes affect other users only after they change responsibilities or exit your application and sign back on.

3.

Apply Flexfield qualifiers to your key flexfield segments

For each qualifier, indicate whether it is enabled for your key flexfield segment

Designate one of your segments as the natural account segment and another as the balancing segment. You can optionally designate a cost center segment and/or intercompany segment. If you are using Oracle Assets, Oracle Projects, or want to run revaluations by cost center, it is highly recommended that you specify a cost center segment.

4. Loading of Segments Values (COA)

Chart of Accounts for loading must be approved by the Project Owner.

5. Define Value Hierarchy Structures

For ease of maintenance, value hierarchy structures must be carefully plan before defining values, so that the structures will follow a logical pattern that can expand later as need more values.

Hierarchy Structures must be based on the final Chart of Accounts.

6. Define Security Rules

Define Security Rules to restrict user access to certain account segment values.

Account segments for restrictions must be provided and approved by the project owner

7. Define Cross Validation rules

Define crossvalidation rules to control the account combinations that can be created during data entry.

Cross validation rules must be based on the cross-validation defined in the final COA by the Project Owner.

8.

Define Calendar and Period

Prerequisite in defining set of books

9. Define Set of Books

A set of books determines the functional currency, account structure, and accounting calendar for each company or group of companies.

10. Attach Legal Entity and Operating Unit

Location and its address must be defined first using HRMS Responsibility before we can attach Legal Entity and Operating Unit to the Organization

11. Define Master Inventory Organization

Required setup in setting up Financial Options in Oracle Payables (Supplier

Purchasing tab region.)

12. Define New Responsibilities

Create new responsibility based on the approved BR120 (Security Matrix).

13. Define System Profile Values per Responsibility

Attach the defined Operating Unit and GL Set of Books Name per responsibility.

14. Run Replicate Seed Data Program per Operating Unit

The purpose of the Replicate Seed Data Concurrent Program is to populate the Installed modules to be populated with Seeded values

Whenever new Organizations are created it is a pre-required step to be completed before you can start work upon using that newly created Organization

The Replicate Seed Data Concurrent Program can always be run for a particular Operating Unit or for all Operating Units (as it is not mandatory

parameter]

Setup Process Steps

1. Define Value Set

The value sets you define using these windows appear in lists of values you see

when you define flexfield segments using the Key Flexfield Segments window or

the Descriptive Flexfield Segments window.

To Define Value Set:

1. Enter a unique name for this value set

2. Specify the list type for your value set

List type for your value set:

Poplist: fewer that 10 values expected

List of Values: between 10 and 200 values expected

Long List of Values: more than 200 values expected

3. Specify the Security Type

Possible Security types:

No Security: all security is disabled for the value set

Hierarchy Security: Hierarchical Security is enabled. With hierarchical

security, the features of value security and value hierarchies are

combined. With this feature any security rule that applied to a parent

value also applies to its child values.

Non-Hierarchical Security: security is enabled, but the rules of

hierarchical security do not apply. That is, a security rule that applies to a

parent value does not “cascade down” to its child values.

4.

Enter the Format Type you want to use for your segment values

Valid format type:

Char

Date

Date time

Number

Standard Date

Standard Date Time

Time

[

]Numbers Only (0-9)

[X ]Uppercase Only (A-Z) [ ] Right-Justify and Zero-fill Numbers (0001)

5. Enter the Maximum Size of the value set

6. Select your validation type

Dependent

Independent

None

Pair

Special

Table

Translatable Independent

Translatable Dependent

Attention: The Accounting Flexfield only supports Independent,

Dependent, and Table validation (table validation cannot have any

additional WHERE clauses).

7. Save

Sample Value Set Setup:

Sample Value Set Setup: Note: In Segments Window please don’t forget to check the REQUIRED and

Note: In Segments Window please don’t forget to check the REQUIRED and SECURITY ENABLED check box. For the value set to be required and security rules to be functional.

the REQUIRED and SECURITY ENABLED check box. For the value set to be required and security

Responsibility: Oracle General Ledger Superuser

Navigate: SetupFinancialsFlexfields Validation Sets

2. Review the Completeness of the Setup

If Complete, goto task #3. Otherwise, goto task #2.

3. Review for possible Setup Error(s)

If With Error(s), goto task #3. Otherwise, goto task #4.

4. Create Key Flexfield Segment Structures

Prerequisite Setup: Value Sets

Select the application name and title of the key flexfield you want to define

Application name: Oracle General Ledger

Flexfield Title: Accounting flexfield

Structure Code: Enter the structure code (sample: ATS_ACCOUNTING_FLEXFIELD)

Structure Title: Enter the structure title

Freeze Flexfield Definition: [YES]

Cross-Validation Segments: [YES]

Enabled: [YES]

Freeze Rollup Groups: [NO]

Segment Separator: [Dash (-)]

Allow dynamic insert: [YES]

Segment Summary Window (sample)

Number

Name

Window Prompt

Column

Value Set

Displayed

Enabled

 

1 SMI Company

Company

SEGMENT1

SMI_COMPANY

*

*

 

2 SMI Account

Account

SEGMENT2

SMI_ACCOUNT

*

*

 

3 SMI Revenue Center

Revenue Center

SEGMENT3

SMI_REVENUE_CENTER

*

*

4 Center

SMI Cost Responsibility

CRC

SEGMENT4

SMI_CRC

*

*

 

5 SMI Intercompany

Interco

SEGMENT5

SMI_INTERCO

*

*

 

6 SMI Location

Location

SEGMENT6

SMI_LOCATION

*

*

Responsibility: Oracle General Ledger Superuser

Navigate: SetupFinancialsFlexfieldKeySegments

5. Review the completeness of the setup

If Complete, goto task #6. Otherwise, goto task #5.

6. Check for Possible Setup Error(s)

If With Error(s), goto task #5. Otherwise, goto task #7.

7. Apply Flexfield qualifiers to your key flexfield segments

Apply flexfield qualifiers to your key flexfield segments

Cost Center Segment: This attribute is used to identify the cost center segment.

Natural Account Segment: This attribute is used to identify the natural account segment.

Balancing Segment: This attribute is used to identify the balancing segment. This is typically the company segment.

Intercompany Segment: This attribute is used to identify the intercompany segment

Secondary Tracking Segment: This attribute is used to identify the secondary tracking segment to process income statement closing, translation and revaluation

Common Flexfield qualifiers

1. Company is the Balancing Segment

2. Account is the Natural Account Segment

3. Cost Center Segment is the Cost Center Segment

4. Interc ompany is the Intercompany Segment

Responsibility: Oracle General Ledger Superuser

1. Query Key Flexfield Structure Name

2. Click Segments

3. Click Flexfield Qualifiers

Navigate: SetupFinancialsFlexfieldKeySegments

8. Review the completeness of the setup

If Complete, goto task #9. Otherwise, goto task #8.

9. Check for Possible Setup Error(s)

If With Error(s), goto task #8. Otherwise, goto task #10.

10. Loading of Segment Values (COA)

Load the approved Segment Values thru Data Loader

After Loading, double check the account level and qualifiers

Responsibility: Oracle General Ledger Superuser

Find Value by Key Flexfield, Segment2 - Account

Navigate: SetupFinancialsFlexfieldsKeyValues

11. Review the completeness and correctness of loaded Chart of Accounts

If Complete, goto task #12. Otherwise, goto task #11.

If With Error, goto task #11. Otherwise, goto task #13.

13. Define Value Hierarchy Structure

Export values in account segment then sort per account level (convert to excel

file)

Create a dummy account as Level 0

Responsibility: Oracle General Ledger Superuser

Find Value by Key Flexfield, Segment2 Account

In Segment Values Window, click Define Child Ranges

Navigate: SetupFinancialsFlexfieldKeyValues

14. Review the correctness of the setup

If Correct, goto task #15. Otherwise, goto task #14.

15. Check for possible setup error(s)

If With Error(s), goto task #14. Otherwise, goto task #16.

16. Define Security Rules

To Define Security Rules

1. In the Segment Values block, identify the value set to which your values

belong. You can identify your value set or by the flexfield segment or concurrent

program parameter that uses the value set.

2. In the Security Rule region, enter a name and description for your security

rule.

3. Enter a message for this security rule. This message appears automatically

whenever a user enters a segment value that violates your security rule.

4. Define the security rule elements that make up your rule.

Responsibility: Oracle General Ledger Superuser

Find values by Key Flexfield

Navigate: SetupFinancialsFlexfieldsKeySecurityDefine

17. Review the correctness of the setup

If Correct, goto task #18. Otherwise, goto task #17.

18. Check for possible setup error(s)

If With Error(s), goto task #17. Otherwise, goto task #19.

19. Define Cross-Validation Rules

To Define Cross-Validation Rules

1. Select the name and structure of your key flexfield for which you wish to

define cross-validation rules. Your list only contains structures with the field Cross-

Validate Multiple Segments set to Yes on the Key Flexfield Segments window.

2. Enter a unique name and a description for your cross-validation rule.

3. Enter your error message text for this cross-validation rule.

Your flexfield automatically displays this error message on the message line whenever a new combination of segment values violates your cross-validation rule. You should make your error messages as specific as possible so that your users can correct any errors easily.

4. Enter the name of the segment most likely to have caused this cross-validation rule to fail. Your flexfield leaves the cursor in this segment whenever a new segment combination violates this cross-validation rule to indicate where your user can probably correct the error. If you do not specify an error segment name, your

flexfield leaves the cursor in the first segment of the flexfield window following a violation of this rule.

5. If you want to have the rule effective for a limited time, you can enter a start

date and/or an end date for the rule. The rule is valid for the time including the From and To dates.

6. Define the cross-validation rule elements that make up your rule.

7. Save

Responsibility: Oracle General Ledger Superuser

Navigate: SetupFinancialsKeyRules

20. Review the completeness and Correctness of your setup

If Correct, goto task #21. Otherwise, goto task #20.

21. Check for possible Setup Error(s)

If With Error(s), goto task #20. Otherwise, goto task #22.

22. Define Calendar and Period

To define new calendar

1. Navigate to the Accounting Calendar window.

2. Enter a Name and Description for the calendar.

3. Add the periods that make up the calendar year.

4. Save

When you exit the Accounting Calendar window, full calendar validation is launched. You can choose to validate all calendars or the current calendar. Navigate to Help > View > My Requests to view or print the Calendar Validation Report. This report helps you identify any errors in your calendar that might interfere with the proper operation of General Ledger.

Responsibility: Oracle General Ledger Superuser

Navigate: SetupFinancialsCalendarsAccounting

23. Review the correctness and completeness of your setup

If Correct, goto task #24. Otherwise, goto task #23.

24. Check for possible setup error(s)

If With Error(s), goto task #24. Otherwise, goto task #25.

25. Define Set of Books

To Define a Set of Books

1.

Enter Set of Books Name

2.

Enter the Description Name

3.

Enter the Short Name

4.

Attach Key Flexfield Structure

5.

Enter Functional Currency

6.

Calendar: Attach Calendar

7.

Choose Period Type

8.

In Closing Tab Region, Enter Retained Earnings complete combination

Responsibility: Oracle General Ledger Superuser

Navigate: SetupFinancialsBooksDefine

26. Review the correctness and completeness of your setup

If Correct, goto task #27. Otherwise, goto task #26.

27. Check for possible Setup Error(s)

If With Error(s), goto task #26. Otherwise, goto task #28.

28. Define Organization Names

To attached Legal Entity and Operating Unit

1.

Query the Organization Name defined

2.

In Organization Classification, choose GRE / Legal Entity and Operating Unit

3.

Click Others

4.

Fill-up the required information

For GRE / Legal Entity Others

1.

Choose Legal Entity Accounting OK

2.

Enter Set of Books, Short Name

3.

Enter VAT Registration Number

4.

Click Ok

5.

Save

For Operating Unit Others

1.

Choose Operating Unit Information OK

2.

Choose the defined Legal Entity

3.

Choose Set of Books, Short name

4.

Click Ok

5.

Save

Responsibility: Oracle Inventory Superuser

Navigate: SetupOrganizationsOrganizations

29. Check for the Correctness of your setup

If Correct, goto task #30. Otherwise, goto task #29.

30. Check for possible Setup Error(s)

If With Erorr(s), goto task #29. Otherwise, goto task #31.

31. Define Master Inventory Organization

To define Master Inventory Organization

1.

Enter Organization Name

2.

Choose Inventory Organization as type

3.

Choose the Location for list of values

4.

Choose the Address form list of values

5.

In Organization Classification, choose Inventory Organization

7.

Choose Accounting information OK

Choose Set of Books, short name

Choose Legal Entity

Choose Operating Unit

Click OK

8. Choose Inventory Organization OK Fill-up Inventory Parameters Tab Information Fill-up Costing Information Tab Information Fill-up Revision, lot, Serial Tab Information Fill-up Inter-Org Information Tab Information Fill-up Other Accounts Tab Information

9. Choose Receiving Information OK Fill-up the Receiving Option information

Responsibility: Oracle Inventory (Super User Access)

Navigate: SetupOrganizationsOrganizations

32. Review the completeness and correctness of your setup

If Correct, goto task #32. Otherwise, goto task #33.

33. Check for possible setup error(s)

If With Error(s), goto task #32. Otherwise, goto task #34.

34. Define New Responsibilities

To Define Responsibility

1.

Enter unique Responsibility Name

2.

Choose Application

3.

Enter Responsibility Key

For Available From

Choose Oracle Applications

For Data Group

Name: Choose Standard

Application: <choose from LOV>

Choose Menu from list of Values

A menu is a hierarchical arrangement of functions and menus of functions. Each responsibility has a menu assigned to it.

For Request Group

Choose Request group name

Choose Application name

A request security group is the collection of requests, request sets, and concurrent programs that a user, operating under a given responsibility, can select

from the Submit Requests window.

Responsibility: System Administrator Responsibility

Navigate: SecurityResponsibilityDefine

35. Define System Profile Values per Responsibility

Attach Operating Unit and GL Set of Books Name profile per Responsibility

Responsibility: System Administrator Responsibility

Navigate: ProfileSystem

36. Run Replicate Seed Data Program per Operating Unit

Responsibility: System Administrator Responsibility

Report Name: Replicate Seed Data

Parameters: Operating Unit

Navigate: RequestsRun

End of activity.

NOTE: Some setup may depend on the business requirements.