Turbo-Charge Your Accounting With the Release 12 Subledger Accounting Engine

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1 Turbo-Charge Your Accounting With the Release 12 Subledger Accounting Engine Alyssa Johnson Rolta The new Subledger Accounting Engine represents a major shift in architecture for the accounting component of the Financials product family. In prior releases, the accounting events were stored within individual subledgers. Now a new schema (XLA) exists and the accounting events for each subledger are retained within one data model. This new rules-based accounting model with a new schema (XLA) provides several benefits, including the standardization and consolidation of the accounting. Previously, the Create Accounting process was not standardized throughout the subledgers. Now, in Release 12, because the accounting is generated in a central location, there is consistency across the subledgers. This will help make the transfer to GL and month-end close processes simpler. Because the accounting entries are all stored in one centralized repository, companies will realize improved control and transparency of their accounting. A definite shift has occurred in that the processing of the transactions is separated from the accounting associated with transactions. Also, because of this centralization, balancing can now occur at the subledger level. Finally, the bottom line is that this centralization streamlines reconciliation and supports a faster close cycle. With the addition of the SLA repository, the flow of data is shown in Figure 1. Figure 1 The accounting events for each subledger are stored within one data model It is important to realize that accounting rules can only be applied to transactions coming from the subledgers. Manual Journal Entries and/or entries uploaded through WebADI are not processed by the subledger accounting engine and therefore cannot leverage user-defined accounting rules. The following subledgers (see Figure 2) use the Subledger Accounting Engine when accounting entries are generated. Copyright 2012 Alyssa Johnson Page 1 of 9

2 Purchasing Assets Receivables Payables Cash Management Intercompany Cost Management Process Manufacturing Projects Payroll Loans Lease Management Property Manager Public Sector/Federal Globalizations Figure 2 These subledgers use the Subledger Accounting Engine when accounting entries are generated Subledger Accounting is not a module, it is a set of services to a module, and therefore there are no Subledger Accounting responsibilities. All of the Subledger Accounting inquiry forms and concurrent programs are embedded within each standard Oracle Application responsibilities (e.g. Payables Manager). A new Cost Manager SLA responsibility has been created to manage the accounting for Inventory, WIP, and Receiving. The services that the Subledger Accounting Engine provides to the subledgers are: Generation and storage of detailed accounting entries Storage of subledger balances Access to subledger accounting entries with drilldown to transactions Subledger reporting Configurable rules, instead of hard-coded ones, used by a common accounting engine One of the biggest benefits of the Subledger Accounting Engine is the ability to create more than one accounting representation for a single transactional entry. This is especially beneficial to global organizations which have statutory and regulatory requirements. To understand how this accomplished, it is important to understand some new Release 12 definitions. A Ledger replaces Set of Books in 11i. The ledger is an accounting representation for an organization that is accountable in a self-contained way It provides balanced ledger accounting for the accounting entity and serves as the repository of financial information. It is the principal source of information for analytical applications in EBS. Now the Ledger is comprised of the "the 4 Cs : Chart of Accounts (CoA) Calendar Currency Subledger Accounting Convention (new in Release 12) The Subledger Accounting Method is used by the Subledger Accounting Engine to generate the correct accounting entries. Users can define both Primary Ledgers and Secondary Ledgers. Primary Ledgers are associated with Legal Entities and typically reflect the transactional accounting. Primary Ledgers not associated with a Legal Entity can be used for consolidation. Secondary Ledgers are associated with Primary Ledgers and can be utilized for statutory, management, and/or consolidation reporting. They can differ from the Primary Ledger from one to all of the 4 Cs. The mapping from the Primary to associated Secondary Ledger(s) is defined in General Ledger and is assigned in the Accounting Setup Manager. A Reporting Currency is similar to Secondary Ledgers but they are Ledgers which only differ by the Currency. Ledgers can be combined into Ledger Sets which essentially treats multiple ledgers as one Ledger. All Ledgers in a Ledger Set must have the same Calendar and Chart of Accounts. Users can perform the following operations for a Ledger Set: Open/Close Periods, Create Journals, Translate Balances, Reporting, and Viewing Information. This functionality can be used to implement business cases where a consolidated view across Ledgers is required. Figure 3, illustrates a corporation which has a corporate office and 2 global offices. The Primary Ledger is the statutory Ledger and the associated Secondary Ledgers reflect the corporate accounting representation. Using a Ledger Set, users can have a global view of their financials reporting. Copyright 2012 Alyssa Johnson Page 2 of 9

3 Figure 3 Using Secondary Ledgers and Ledger Sets to support global accounting Figure 4 is a similar scenario but this time the original corporation has acquired a company and wants to maintain both the acquired company s accounting representation and the acquired companies accounting representation. Figure 4 Using Secondary Ledger and Ledger Sets with an Acquired Company SLA Upgrade Decisions SLA is required functionality in Release 12. Because it is the centralized repository of all of the accounting entries it cannot be by-passed or turned-off. When upgrading to Release 12, users must decide how much of their current accounting data they want the upgrade process to copy into the SLA tables. The default is 6 months. To change the default number of periods of historic data to be upgraded, you must apply patch to the Release 11i APPL_TOP and submit the SLA Pre- Upgrade program. If using Projects and/or Grants Accounting, apply Patch on the 11i instance Users then specify the date to be used to determine the first period to be upgraded. This date does not have to be the starting date of a period the initial period is determined as the first period in which this date falls. Copyright 2012 Alyssa Johnson Page 3 of 9

4 Users can also use the new Upgrade by Request process to upgrade additional data into the SLA tables post-upgrade. This is typically done when historical data was omitted from the initial upgrade process because of critical downtime window. For example, instead of upgrading all financial accounting data during the downtime window, an organization could include only the last fiscal year. If additional data is required, other fiscal years can be upgraded - months or even years after the initial upgrade. See appendix in Oracle E-Business Suite Upgrade Guide Release 11i to Creating Accounting The Create Accounting concurrent program is the standard way that accounting is created in all of the subledgers. This program processes eligible accounting events to create subledger journal entries. To create these entries, the Create Accounting program applies the corresponding Application Accounting Definitions defined in the Accounting Methods Builder. Additionally, the Create Accounting program validates and creates subledger journal entries, optionally transfers journal entries to GL, optionally posts journal entries to GL, and generates the Subledger Accounting Program Report. Figure 5 shows the parameter list for the Create Accounting concurrent program, with the addition of the Ledger (which is the Set of Books) and the Mode (which enables Draft Accounting and straight through posting to the General Ledger). The Subledger Accounting Engine uses the Subledger Accounting Method that has been assigned to the Ledger to generate the accounting entries. Figure 5 The parameter list for the Create Accounting concurrent program Draft accounting is especially helpful for verifying the accounting entries and when developing new Subledger Accounting Rules. Users can determine accounting impact of journal entries without transferring the accounting entries to the General Ledger. In fact, accounting entries generated in draft mode cannot be transferred to the General Ledger. They can be deleted and recreated and the transaction or accounting definitions can be altered. They are included on accounting reports to fully assess the impact of the accounting rules, but they do not update balances or reserve funds. When accounting rules are correct then the entries can be recreated in final mode and transferred to the General Ledger The Subledger Accounting Program Report is generated by the Create Accounting Program. It lists successful events and the subledger journal entries created for those events. It also lists errors for failed Copyright 2012 Alyssa Johnson Page 4 of 9

5 events. Users can run the program in in Summary or Detail. Summary mode provides summary of events processed and detailed information on errors. Detail mode provides details of subledger journal entries generated and a detailed error. Some best practices for the Create Accounting process include running the Create Accounting Process DAILY, utilizing Draft Mode Accounting if experiencing continual issues with accounting, resolving issues reported in Subledger Accounting Program Report DAILY, and running the Transfer to GL process and additional time when closing period to verify all accounting entries have transferred. Subledger Inquiry Forms One of the biggest impacts to the end user is the addition of three new Subledger Inquiry Forms. These three new forms can be used for research, for reconciliation, and to drilldown from GL. The three new forms are the Accounting Events form, the Journal Entries form, and the Journal Entry Lines form. Developed in the new OAF technology, these forms give the users and easy to use interface to query journal entries and accounting events. Queries can be saved as views to be re-used saving time for the end user. They are also standardized across the subledgers. Below is a look at these new forms: Figure 6 Subledger Journal Entries Form Copyright 2012 Alyssa Johnson Page 5 of 9

6 Figure 7 Subledger Journal Lines Form Figure 8 Accounting Events Form SLA Reporting Oracle has developed several new reports that report on data in the SLA repository. The following reports are new in Release 12: Journal Entries Report, Account Analysis Report, Third Party Balances Report, Period Close Exception Report, and the Open Account Balance Listing. The Journal Entries Report displays detailed journal entry information and transaction details for subledger journal entries. It also includes adjustments entered into the General Ledger and entries posted to General Ledger from Copyright 2012 Alyssa Johnson Page 6 of 9

7 other sources. Only posted entries are included in the report. The Account Analysis Report provides drilldown information about the movement on a particular account for a period or range of periods It only includes journal entries transferred to and posted to General Ledger. The Third Party Balances Report displays balance and activity information for supplier and customer control accounts. This report is a requirement in some countries. Accounting Methods Builder (AMB) One of the new functionalities of the Subledger Accounting Engine is the Accounting Methods Builder which enables users to define accounting rules using standard Oracle forms. With this functionality, users will be able to define and maintain custom accounting rules. This provides the user with great flexibility while maintaining necessary control. Users can also more easily comply with multiple geographic, legislative, or industry requirements. By putting accounting rules in place, manual journal entries and customizations can be reduced. An added benefit is that because these user-defined accounting rules are created and maintained through the forms, all user-defined accounting rules will be retained in subsequent upgrades. The AMB supports logic such as prioritization and conditional statements without using SQL. When defining a ledger (see Figure 9), notice that one of the fields is the Subledger Accounting Method (or convention the 4 th C). Release comes seeded with six Subledger Accounting Methods: Accrual with Encumbrance Accounting, Cash with Encumbrance Accounting, Standard Accrual, Standard Cash, US Federal Accounting, and China Standard Accrual. If any of these methods can meet your accounting needs, no user-defined rules are required and the user can just assign this default accounting method to the ledger. However, if special accounting rules are required, users can define them using the Accounting Methods Builder. Accounting is defined by the Subledger Accounting Figure 9 Assigning a Subledger Accounting Method Copyright 2012 Alyssa Johnson Page 7 of 9

8 The Subledger Journal Entry Inquiry Form (see Figure 10) illustrates areas that can be configured using the AMB to meet a company s business needs. Journal Header Journal Lines 5 Figure 10 Components of the Subledger Journal Entry which can be configured using AMB Users can create user-defined Journal Header Assignments (1) and Header Definitions (2). Account Derivation Rules can also be formulated that given a certain set of conditions derive a different account combination (3) than the account combination entered at the transaction level. Users can also define Journal Line Types (4) and the Journal Lines Description (5). To customize an accounting method, users must create a user-defined Subledger Accounting Method. A Subledger Accounting Method is composed of multiple Application Accounting Definitions. For example, the Standard Accrual Subledger Accounting Method is made up of the following Application Accounting Definitions: Asset Standard Accounting, Cash Management Standard Accounting, Load Standard Accrual, Cost Management, Accrual Basis (which is the Payables definition), Process Standard Accounting, Projects Standard Accounting, Property Manager Normalized Accounting, and Receivables Default Accrual. Notice these represent the different subledgers that will create accounting entries in the General Ledger. Figure 11 represents the structure supporting each of these Application Accounting Definitions and the components that make up a complete accounting method. Note: these correspond to the sections identified in Figure 10. Copyright 2012 Alyssa Johnson Page 8 of 9

9 Application Accounting Definition Event Class Type Journal Header Assignments Journal Lines Definitions Journal Entry Descriptions Journal Line Types Account Derivation Rules Over 3000 Sources Defined Custom Sources Can Be Utilized Figure 11 The structure supporting each of the Application Accounting Definitions and the components that make up a complete accounting method Each of these definitions except sources can be copied and modified from the Oracle seeded definitions to meet your accounting needs. Sources are the components of a transaction such as a supplier or distribution line. If a user needs a customized source then a developer must develop custom code but it can be plugged into the list of sources. When modifying a component further down the tree, the high components must also be copied and modified all of the way up to the Subledger Accounting Method. Conclusion The new Subledger Accounting Engine represents a major shift in how accounting has been performed. It is now possible to support Multiple ERPs in one corporation. Standardization of the functionality will make it easier for the corporation to train end users on the functionality and will eliminate re-training when moving positions. The Subledger Inquiry Forms along with the new Subledger Reporting will help users in their research and reconciliation and will fully support drilldown to the accounting entries from the General Ledger. The new Accounting Methods Builder enables organizations to configured user-defined accounting rules through a forms-based tool to support customized accounting requirements. Copyright 2012 Alyssa Johnson Page 9 of 9

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