Oracle Applications Global Accounting Engine User's Guide

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Oracle ApplicationsGlobal Accounting EngineUser’s GuideRELEASE 11March, 1998Enabling the Information Age

Oracle Applications Global Accounting Engine User's Guide, Release 11The part number for this volume is A58313-01Copyright 1997, 1998, Oracle Corporation. All rights reserved.Contributors: Paul Barry, Sheila Bhaumik, Craig Borchardt, Jacques Bouchet, Dennis Davis, Brunode Fleurian, Paolo Juvara, Pascal Labrevois, Jorge Larre, Lydia Patterson, Jorg Thomas.The Programs (which include both the software and documentation) contain proprietaryinformation of Oracle Corporation; they are provided under a license agreement containingrestrictions on use and disclosure and are also protected by copyright, patent and other intellectualproperty law. Reverse engineering of the Programs is prohibited. No part of this document may bereproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose,without the express written permission of Oracle Corporation.The information contained in this document is subject to change without notice. If you find anyproblems in the documentation, please report them to us in writing. Oracle Corporation does notwarrant that this document is error free.RESTRICTED RIGHTS LEGENDPrograms delivered subject to the DOD FAR Supplement are 'commercial computer software' anduse, duplication and disclosure of the Programs shall be subject to the licensing restrictions setforth in the applicable Oracle license agreement. Otherwise, Programs delivered subject to theFederal Acquisition Regulations are 'restricted computer software' and use, duplication anddisclosure of the Programs shall be subject to the restrictions in FAR 52.227-14, Rights in Data -General, including Alternate III (June 1987). Oracle Corporation, 500 Oracle Parkway, RedwoodCity, CA 94065." The Programs are not intended for use in any nuclear, aviation, mass transit,medical, or other inherently dangerous applications. It shall be licensee's responsibility to take allappropriate fail-safe, back up, redundancy and other measures to ensure the safe use of suchapplications if the Programs are used for such purposes, and Oracle disclaims liability for anydamages caused by such use of the Programs.Oracle is a registered trademark and Enabling the Information Age, Oracle Application ObjectLibrary, Oracle Consulting Services, PL/SQL, SQL*, and SQL*Plus are trademarks or registeredtrademarks of Oracle Corporation.All other company or product names are mentioned for identification purposes only, and may betrademarks of their respective owners.

ContentsPREFACE.7About this User’s Guide.8Assumptions .10Do Not Use Database Tools to Modify Oracle Applications Data .11Other Information Sources.12Related User’s Guides .13Installation and System Administration.17Training and Support.19About Oracle.20Thank You .21INTRODUCTION .23OVERVIEW.24Basic Business Needs.24SETUP .27SETTING UP POSTING MANAGER DEFAULTS .28COMPILING THE GLOBAL ACCOUNTING ENGINE PROGRAM .32Prerequisites.35SETTING UP YOUR CONTROL ACCOUNTS .36Prerequisites.38DEFINING INVENTORY ACCOUNTS .39Account Setup.42NOTES ON POST INSTALL STEPS .44MANAGING SUBLEDGER ENTRIES .47ENTERING ENTRIES AND ADJUSTMENTS .48Prerequisites.50VIEWING GLOBAL ACCOUNTING ENGINE TRANSACTIONS.51Prerequisites.51CLOSING YOUR SUBLEDGER .52Basic Business Needs.52Terms.52Procedures.53POSTING TO GENERAL LEDGER.55REPORTS .59DAILY JOURNAL BOOK - LINE DESCRIPTIONS REPORT .60Report Parameters.61

Selected Report Headings.62Column Headings .63DAILY JOURNAL BOOK - HEADER DESCRIPTIONS REPORT .64Report Parameters.65Selected Report Headings.66Column Headings .66ACCOUNT LEDGER BY ACCOUNT/ACCOUNTING FLEXFIELDREPORT .68Report Parameters.69Selected Report Headings.71Column Headings .72SUPPLIER/CUSTOMER SUBLEDGER BY ACCOUNT/ACCOUNTINGFLEXFIELD REPORT .74Report Parameters.75Selected Report Headings.77Column Headings .77SUPPLIER/CUSTOMER BALANCE BY ACCOUNT/ACCOUNTING FLEXFIELDREPORT .79Report Parameters.80Selected Report Headings.81Column Headings .81TOPICAL ESSAYS.83GLOBAL ACCOUNTING ENGINE FEATURES.85FEATURES .86ACCOUNTING DIFFERENCES .88CONTROL ACCOUNTS - UPGRADING EXISTING ACCOUNTS .91THE POSTING MANAGER .93Secured Posting.93Data Transfer to General Ledger .94BALANCES FOR CUSTOMERS AND SUPPLIERS .95Definitions .95Defining Periods .96IDENTIFYING YOUR DOCUMENTS .99Document Sequence (Subledger).99Document Sequence (General Ledger).99Accounting Sequence Number. 100SUPPLIER MERGE - CUSTOMER MERGE . 101Example of a Customer Merge. 101Manually Creating Adjusting Accounting Entries after a Merge. 102Automatically Creating Accounting Entries after a Merge. 103Actions Not Supported. 105MULTIPLE REPORTING CURRENCY INSTALLATION EURO SOLUTION. 106

Installation. 106Loading Rules . 106Posting Manager Handling. 106Translating Entries . 107Problems with the Posting Manager. 107MULTIPLE ORGANIZATIONS . 108Encumbrance Accounting and Multiple Organizations. 108INVENTORY ACCOUNTING . 109OVERVIEW. 110Business Cases . 111Inventory Accounting Entries. 113NON-PERMANENT INVENTORY ACCOUNTING. 123OVERVIEW. 124Decoupled Accounting (Zweikreiss System). 124Fiscal and Analytical Accounting Systems. 125Business Cases . 126Non-Permanent Inventory Accounting Entries. 128Analytical . 128Fiscal. 135APPENDIX . 139RUNNING REPORTS AND LISTINGS . 140CHARACTER MODE TO GUI MENU MAPPING . 141GLOSSARY. 143


PrefaceWelcome to Release 11 of the Oracle Applications Global AccountingEngine User’s Guide.This user’s guide includes information to help you effectively workwith the Global Accounting Engine and contains detailedinformation about the following: Overview and reference information Specific tasks that you can accomplish with Global AccountingEngine How to use Global Accounting Engine windows Global Accounting Engine programs, reports, and listings Global Accounting Engine functions and featuresThis preface explains how this user’s guide is organized andintroduces other sources of information that can help you useGlobal Accounting Engine.Global Accounting Engine User’s Guide7

About this User’s GuideThis guide is the primary source of information about GlobalAccounting Engine. It contains overviews as well as task and referenceinformation. This guide includes the following chapters: Chapter 1 explains how to set up Global Accounting Engine foryour sets of books in Oracle Receivables and Oracle Payables. Chapter 2 describes the windows and procedures that you use tomanage subledger entries in Global Accounting Engine. Thischapter explains how to enter entries and adjustments, viewGlobal Accounting Engine transactions, close your subledgerapplication, and post your subledger entries to Global AccountingEngine. Chapter 3 overviews the reports for Global Accounting Engine. The Topical Essays section discusses Global AccountingEngine features, Inventory Accounting, and Non-PermanentInventory Accounting. Finally, the appendix describes how to run reports and listings.This section also maps character mode menu paths and formnames to GUI menu paths and windows or processes.This user’s guide is available onlineAll Oracle Applications user’s guides are available online, in bothHTML and Adobe Acrobat format. Most other Oracle Applicationsdocumentation is available in Adobe Acrobat format.The paper and online versions of this manual have identical content;use whichever format is most convenient.The translated HTML version of this book is optimized for on-screenreading, and lets you follow hypertext links for easy access to booksacross our entire online library; you can also search for words andphrases if your national language is supported by Oracle’s InformationNavigator. You can access our HTML documentation from the OracleApplications toolbar, or from a URL provided by your systemadministrator.8Global Accounting Engine User’s Guide

You can order an Oracle Applications Documentation Library CD thatcontains Adobe Acrobat versions of each manual in the OracleApplications documentation set. With this CD, you can search ourdocumentation for information, read the documentation online, andprint individual pages, sections, or entire books. When you print fromAdobe Acrobat, the resulting printouts look just like pages from anOracle Applications hardcopy manual.There may be additional material that was not available when thisuser’s guide was printed. To learn if there is a documentation updatefor this product, look at the main menu of your country’s HTML help.Global Accounting Engine User’s Guide9

AssumptionsThis guide assumes you have a working knowledge of the principlesand customary practices of your business area. It also assumes you arefamiliar with Global Accounting Engine. If you have never usedGlobal Accounting Engine, we suggest you attend training classesavailable through Oracle Education. See Other Information Sources formore information about Oracle Financials and Oracle training.This guide also assumes that you are familiar with the OracleApplications graphical user interface. To learn more about the OracleApplications graphical user interface, read the Oracle ApplicationsUser’s Guide.10Global Accounting Engine User’s Guide

Do Not Use Database Tools to Modify Oracle Applications DataOracle provides powerful tools you can use to create, store, change,retrieve, and maintain information in an Oracle database. If you useOracle tools like SQL*Plus to modify Oracle Applications data, yourisk destroying the integrity of your data and you lose the ability toaudit changes to your data.Because Oracle Applications tables are interrelated, any change youmake using an Oracle Applications form can update many tables atonce. But when you modify Oracle Applications data using anythingother than Oracle Applications forms, you may change a row in onetable without making corresponding changes in related tables. If yourtables get out of synchronization with each other, you risk retrievingerroneous information and you risk unpredictable results throughoutOracle Applications.When you use Oracle Applications forms to modify your data, OracleApplications automatically checks that your changes are valid. OracleApplications also keeps track of who changes information. But, if youenter information into database tables using database tools, you maystore invalid information. You also lose the ability to track who haschanged your information because SQL*Plus and other database toolsdo not keep a record of changes.Consequently, we STRONGLY RECOMMEND that you never useSQL*Plus, Oracle Data Browser, database triggers, or any other tool tomodify Oracle Applications tables, unless we tell you to do so in our manuals.Global Accounting Engine User’s Guide11

Other Information SourcesYou can choose from other sources of information, includingdocumentation, training, and support services, to increase yourknowledge and understanding of Global Accounting Engine.Most Oracle Applications documentation is available in AdobeAcrobat format on the Oracle Applications Documentation Library CD.We supply this CD with every software shipment.If this user’s guide refers you to other Oracle Applicationsdocumentation, use only the Release 11 versions of those manualsunless we specify otherwise.Oracle Applications User’s GuideThis guide explains how to navigate, enter data, query, run reports,and introduces other basic features of the graphical user interface(GUI) available with this release of Global Accounting Engine and anyother Oracle Applications product. This guide also includesinformation on setting user profiles, as well as running and reviewingreports and concurrent requests.You can also access this user’s guide online by choosing Getting Startedwith Oracle Applications from any Oracle Applications help file.12Global Accounting Engine User’s Guide

Related User’s GuidesGlobal Accounting Engine shares business and setup information withother Oracle Applications products. Even if you have not installedthem as separate products, your Global Accounting Engine applicationincludes some forms and functionality from other Oracle Applications.Therefore, you may want to refer to other user's guides when you setup and use Global Accounting Engine.If you do not have the hardcopy version of these manuals, you canread them by choosing Library from the Help menu, or by readingfrom the Oracle Applications Documentation Library CD, or by usinga Web browser with a URL that your system administrator provides.Oracle General Ledger User’s GuideUse this manual when you plan and define your chart of accounts,accounting period types and accounting calendar, functional currency,and set of books. It also describes how to define journal entry sourcesand categories so that you can create journal entries for your generalledger. If you use multiple currencies, use this manual when youdefine additional rate types and enter daily rates. This manual alsoincludes complete information on implementing budgetary control.Oracle Cash Management User’s GuideThis manual explains how you can reconcile your payments with yourbank statements.Oracle Purchasing User’s GuideUse this manual to read about entering and managing the purchaseorders that you match to invoices.Oracle HRMS User’s GuideThis manual explains how to enter your employees, so you can enterexpense reports for them. It also explains how to set up organizationsand site locations.Oracle Payables User’s GuideThis manual describes how accounts payable transactions are createdand entered into Oracle Payables. This manual also contains detailedsetup information for Oracle Payables.Global Accounting Engine User’s Guide13

Oracle Receivables User’s GuideUse this manual to learn how to implement flexible address formatsfor different countries. You can use flexible address formats in thesuppliers, banks, invoices, and payments windows.Oracle Projects User’s GuideUse this manual to learn how to enter expense reports in Projects thatyou import into Payables to create invoices. You can also use thismanual to see how to create Project information in Projects which youcan then record for an invoice or invoice distribution.Oracle Assets User’s GuideUse this manual to add assets and cost adjustments directly intoOracle Assets from invoice information.Oracle Applications Flexfields GuideThis manual provides flexfields planning, setup, and referenceinformation for your implementation team, as well as for usersresponsible for the ongoing maintenance of Oracle Applicationsproduct data. This manual also provides information on creatingcustom reports on flexfields data.Oracle Workflow GuideThis manual explains how to define new workflow business processesas well as customize existing Oracle Applications-embedded workflowprocesses. You also use this guide to complete the setup stepsnecessary for any Oracle Applications product that includesworkflow-enabled processes.Oracle Alert User’s GuideThis manual explains how to define periodic and event alerts tomonitor the status of your Oracle Applications data.Country-Specific User’s GuidesThese manuals document functionality developed to meet legal andbusiness requirements in countries that you do business in. Look for aUser’s Guide appropriate to your country; for example, see the OracleFinancials for the Czech Republic User’s Guide for more information aboutusing this software in the Czech Republic.14Global Accounting Engine User’s Guide

Oracle Applications Character Mode to GUI Menu Path ChangesThis is a quick reference guide for experienced Oracle Applicationsend users migrating from character mode to a graphical user interface(GUI). This guide lists each character mode form and describes whichGUI windows or functions replace it.Oracle Financials Open Interfaces GuideThis guide contains a brief summary of each Oracle FinancialApplications open interface.Multiple Reporting Currencies in Oracle ApplicationsIf you use Multiple Reporting Currencies feature to report andmaintain accounting records in more than one currency, use thismanual before implementing Global Accounting Engine. The manualdetails additional steps and setup considerations for implementingGlobal Accounting Engine with this feature.Multiple Organizations in Oracle ApplicationsIf you use the Oracle Applications Multiple Organization Supportfeature to use multiple sets of books for one Oracle Financialsinstallation, use this guide to learn about setting up and using OracleFinancials with this feature.Report eXchange User’s GuideRead this guide to learn more about Report eXchange, which lets youcustomize the output of certain reports and download them to aspreadsheet program.Oracle Applications Implementation Wizard User’s GuideIf you are implementing more than one Oracle product, you can usethe Oracle Applications Implementation Wizard to coordinate yoursetup activities. This guide describes how to use the wizard.Global Accounting Engine User’s Guide15

Oracle Applications Developer’s GuideThis guide contains the coding standards followed by the OracleApplications development staff. It describes the Oracle ApplicationObject Library components needed to implement the OracleApplications user interface described in the Oracle Applications UserInterface Standards. It also provides information to help you build yourcustom Developer/2000 forms so that they integrate with OracleApplications.Oracle Applications User Interface StandardsThis manual contains the user interface (UI) standards followed by theOracle Applications development staff. It describes the UI for theOracle Applications products and how to apply this UI to the designof an application built by using Oracle Forms 4.5.16Global Accounting Engine User’s Guide

Installation and System AdministrationOracle Applications Installation ManualThis manual and the accompanying release notes provide informationyou need to successfully install Oracle Financials, Oracle Public SectorFinancials, Oracle Manufacturing, or Oracle Human Resources in yourspecific hardware and operating system software environment.Oracle Financials Country-Specific Installation SupplementUse this manual to learn about general country information, such asresponsibilities and report security groups, as well as any post-installsteps required by some countries or the Global Accounting Engine.Oracle Applications Upgrade ManualThis manual explains how to prepare your Oracle Applicationsproducts for an upgrade. It also contains information on finishing theupgrade procedure for each product. Refer to this manual and theOracle Applications Installation Manual when you plan to upgrade yourproducts.Oracle Applications System Administrator’s GuideThis manual provides planning and reference information for theOracle Applications System Administrator. It contains information onhow to define security, customize menus and online help, and manageprocessing.Oracle Financials Regional Technical Reference ManualThe Oracle Financials Regional Technical Reference Manual containsdatabase diagrams and a detailed description of regional and relatedapplications database tables, forms, reports, and programs. Thisinformation helps you convert data from your existing applications,integrate Oracle Financials with non-Oracle applications, and writecustom reports for Oracle Financials.You can order a technical reference manual for any product you havelicensed. Technical reference manuals are available in paper formatonly.Global Accounting Engine User’s Guide17

Oracle Applications Product Update NotesThis manual contains a summary of each new feature we added sinceRelease 10.7, as well as information about database changes and seeddata changes that may affect your operations or any custom reportsyou have written. If you are upgrading from Release 10.6 or earlier,you also need to read Oracle Applications Product Update NotesRelease 10.7.18Global Accounting Engine User’s Guide

Training and SupportTrainingOracle Education offers a complete set of training courses to help youand your staff master Oracle Applications. We can help you develop atraining plan that provides thorough training for both your projectteam and your end users. We will work with you to organize coursesappropriate to your job or area of responsibility.Training professionals can show you how to plan your trainingthroughout the implementation process so that the right amount ofinformation is delivered to key people when they need it the most.You can attend courses at any one of our many Educational Centers,or you can arrange for our trainers to teach at your facility. Inaddition, we can tailor standard courses or develop custom courses tomeet your needs.SupportFrom on-site support to central support, our team of experiencedprofessionals provides the help and information you need to keepGlobal Accounting Engine working for you. This team includes yourtechnical representative, account manager, and Oracle’s large staff ofconsultants and support specialists with expertise in your businessarea, managing an Oracle server, and your hardware and softwareenvironment.Global Accounting Engine User’s Guide19

About OracleOracle Corporation develops and markets an integrated line ofsoftware products for database management, applicationsdevelopment, decision support, and office automation, as well asOracle Applications, an integrated suite of more than 45 softwaremodules for financial management, supply chain management,manufacturing, project systems, human resources, and sales andservice management.Oracle products are available for mainframes, minicomputers,personal computers, network computers, and personal digitalassistants, allowing organizations to integrate different computers,different operating systems, different networks, and even differentdatabase management systems, into a single, unified computing andinformation resource.Oracle is the world's leading supplier of software for informationmanagement, and the world's second largest software company.Oracle offers its database, tools, and applications products, along withrelated consulting, education, and support services, in over 140countries around the world.20Global Accounting Engine User’s Guide

Thank YouThank you for using Global Accounting Engine and this user’s guide.We value your comments and feedback. At the end of this manual is aReader’s Comment Form you can use to explain what you like ordislike about Oracle Financials or this user’s guide. Mail yourcomments to the following address or call us directly at (650) 506-7000.Oracle Applications Documentation ManagerOracle Corporation500 Oracle ParkwayRedwood Shores, CA 94065U.S.A.Or send electronic mail to Accounting Engine User’s Guide21

22Global Accounting Engine User’s Guide

IntroductionThis chapter provides a general overview of Global Accounting Engineand the business needs that it solves.Global Accounting Engine User’s Guide23

OverviewGlobal Accounting Engine program provides a subledger accountingsystem.The Global Accounting Engine program replaces the Transfer toGeneral Ledger program used in each Financial Application. TheTransfer to General Ledger program transfers invoice andpayment accounting information to General Ledger. You createnew journal entries, adjust existing balances, and post entries toGeneral Ledger directly in the Global Accounting Engine. Youhave more flexibility and can meet your accounting legal and fiscalrequirements.Basic Business NeedsGlobal Accounting Engine provides you with features to satisfy thefollowing basic business needs. You can: Comply with accounting regulations of any country. Define accounting rules per set of books. Post different accounting rules to different sets of books. Print reports that correspond to country-specificaccounting practices. Comply with legal and fiscal audit trail requirements. Reconcile a subledger accounting system with General Ledger. Audit and control period and fiscal year

Global Accounting Engine transactions, close your subledger application, and post your subledger entries to Global Accounting Engine. Chapter 3 overviews the reports for Global Accounting Engine. The Topical Essays section discusses Global Accounting Engine features, Inventory Accounting, and Non-Permanent Inventory Accounting.

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