Oracle General Ledger

Release 11.5.10

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Objective

This training will help Associates in understanding General Ledger (GL)

module in Oracle Financials.

This training will also help Associates in understanding how to

Implement General Ledger considering the real life case studies.

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Agenda

Glossary (Related Business Terminology)

General Introduction to General Ledger
Integration with other Modules and Related Setups
General Ledger Tables , APIs/Interfaces
Standard Reports & Online Inquires

Workplan and Major Activities of Implementation

Sample Process Analysis Questions
Trouble Shooting
Business Case Study

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Glossary (Related Business Terminology)

Account Combination
A unique combination of segment values that records accounting transactions. A typical account
combination contains the following segments: company,division, department, account and product.
Account segment
One of up to 30 different sections of your Accounting Flexfield, which together make up your
general ledger account combination. Each segment typically represents an element of your
business structure, such as Company, Cost Center or Account

Accounting Calendar
The calendar that defines your accounting periods and fiscal years in Oracle General Ledger and
sub ledger applications.
Accounting Flexfield

The code you use to identify a general ledger account in an Oracle Financials application. Each
Accounting Flexfield segment value corresponds to a summary or rollup account within your chart
of accounts.
Allocation Entry
A journal entry you use to allocate revenues or costs.
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Glossary (Related Business Terminology)

Contd..
Auto Accounting Rule
Rules you define for the Global Intercompany System (GIS) in Oracle General Ledger to generate
intercompany transactions automatically.
Autoallocations
A feature in Oracle General Ledger that automates journal batch validation and generation for
MassAllocations, Recurring Journals,MassBudgets, Project Allocations and MassEncumbrances. You
can create parallel and stepdown autoallocation sets.
Balancing Segment
An Accounting Flexfield segment that you define so that General Ledger automatically balances all
journal entries for each value of this segment. For example, if your company segment is a
balancing segment, General Ledger ensures that, within every journal entry, the total debits to
company 01 equal the total credits to company 01
Exchange Rate
A rate that represents the amount one currency can be exchanged for another at a specific point in
time. Oracle Applications can access daily, periodic, and historical rates. These rates are used for
foreign currency conversion, revaluation, and translation.

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Glossary (Related Business Terminology) Contd..

Average Balance
The amount computed by dividing an aggregate balance by the number of calendar days in the
related range.
Budget
Estimated cost, revenue, labor hours or other quantities.
Chart of Accounts (CoA)
The account structure your organization uses to record transactions and maintain account balances
Document Sequence
A unique number that is manually or automatically assigned to documents such as bank statements
in Oracle Cash Management, invoices in Oracle Receivables, or journal entries in Oracle General
Ledger. Also used to provide an audit trail.
Fiscal Year
Any yearly accounting period without regard to its relationship to a calendar year.
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Glossary (Related Business Terminology) Contd..

Journal Entry Category
A category to indicate the purpose or nature of a journal entry, such as Adjustment or Addition.
Oracle General Ledger associates each of your journal entry headers with a journal category. You
can use one of General Ledgers predefined journal categories or define your own.
Journal Entry Source
Identifies the origin of journal entries from Oracle and nonOracle feeder systems. General Ledger
supplies predefined journal sources or you can create your own.
Journal Import
A General Ledger program that creates journal entries from transaction data stored in the General
Ledger GL_INTERFACE table

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General Introduction to General Ledger

Oracle general ledger is a comprehensive financial management

solution that facilitates the following tasks:
Financial controls
Data collections
Budgeting
General accounting and Inter-company accounting
Currency related information
Mass allocations and recurring journals
Global Consolidation systems
Multiple Reporting currency (MRC) and Translation
Financial reporting and analysis

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Using Oracle General Ledger an Overview

Oracle
General Ledger

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What GL has to offer

Journal entry

Budgeting

Encumbrance
Accounting

Financial Reporting

Average Balance
processing

Online Inquiries

Multi currency
Accounting

Multi Company
accounting and consolidation

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Oracle General ledger Process Overview

FY97 PLAN
Journal
Entry

Jan-97 to Dec-97
Sales... CC100
Finance...CC200

Actual
Accounting
Information

Budget
Accounting
Information

Encumbrance
Accounting
Information

Manipulate
Accounting
Information

Account
Balances
General Ledger
Review
Accounting
Information

Online
Reports
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Integration with other Modules and

Related Setups
Integration with Subledgers

Oracle General Ledger is the central repository for accounting information,

receiving transaction from financial and manufacturing subledgers.

Oracle General
Ledger
Financial
subledgers

Manufacturing
subledgers
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Integration with Subledgers

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Sharing Information with Subledgers

Oracle subledgers share:

The Oracle General Ledger set of books, consisting of a calendar, currency, and chart of accounts
The Oracle General Ledger exchange rates, including conversion rate types, daily rates, period rates, and historical rates
The Oracle General Ledger journal entry sources and categories used to record information about the origination and purpose
of transactions

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Chart of Accounts Structure

Define a flexible chart of accounts structure

Create up to 30 segments of up to 25 characters per segment
Define each segment name and the order in which it appears
Attach a list of valid values to each segment

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Creating Accounting Flexfields

Perform the six steps necessary to create an Accounting Flexfield.

Define a value set.

Define an Accounting Flexfield structure
Define Valid segment values
Optionally, create account combinations
Optionally create aliases
Define security rules

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Defining Accounting Flexfield

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Defining Segment values

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Defining Value Sets

Use Value sets to control the format and characteristics of the Accounting Flexfield

Value
set 1
Format
Char
Max size
4
Validation
Independent

Value
set 2
Format
Number
Max size
5
Validation
Independent

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Value
set 3
Format
Char
Max size
4
Validation
Table

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Defining Value Sets

When you define value sets, you also need to determine how you want to
validate your values
Choose the appropriate validation types:
Independent
Dependent
Table

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Defining Value Sets

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Defining Segment Values

Enter valid values for each value set before using them in the Accounting
Flexfield segments.
Value
set 1

Value
set 2

Format
Char

Format

Max size
4
Validation
Independent

Balancing Segment
01
02
03

Number
Max size
5
Validation
Independent

Cost Center
100
101
999
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Value
set 3
Format
Char
Max size
4
Validation
Independent

Natural Account
HEAD
1000
9999
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Flexible Account Hierarchies

Oracle General Ledger enables you to set up a variety of flexible parent/child

account hierarchies to match your organizational needs

Smart
Computers
Inc
CPUs

Disk
drives

Printer

New
York

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Smart
Computers
Inc

Paris

Chicago

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Defining Segment Values

Define multilevel hierarchies of segment values

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Defining Segment Values

For each parent value, you can:

Define child ranges

Move child ranges
View hierarchies

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Defining Segment values

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Defining Flexfield Security Rules

Restrict data entry and online inquiry to specific values by using flexfield
security rules and assign them to appropriate Responsibilities

Account Segment
Include

#s 0000 to 9999

Exclude

#s 2222 to 5554

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Defining Cross-Validation Rules

Prohibit creation of invalid account combinations using cross-validation

rules

Use Cross-Validation rules in combination with dynamic insertion

Define cross-validation rules before entering a chart of accounts

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Elements required for Set Of Books

(3 Cs)

Define a Chart of account

Define Accounting Calendar

Define Currencies
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Multiple Books for Multiple Companies

Each corporation may include multiple sets of books.

Each set of books may include multiple companies and/or divisions
Corporation

SOB

SOB
companies

companies

divisions

divisions

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Defining the accounting Calendar

Create a calendar to define an accounting year and the periods that it

contains
Set up one year at a time, specifying accounting period type.
Define your calendar at least one period before the period in which you will start entering transactions
Optionally define multiple calendars and assign a different calendar to each set of books.

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Accounting Calendar

You need to create a calendar to define an accounting year and the periods
it contains

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Defining Accounting Calendar

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Unlimited Currencies

You can enable a variety of currencies to allow you to enter transactions

in multiple currencies.

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Defining Currencies

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Creating Set Of Books

You must create at least one set of books before you can use Oracle
General ledger
Requirement Steps include:

Defining Accounting Flexfields, including defining value sets, segments, and segment values
Defining calendar periods and calendar period types
Defining currencies
Defining your set of books and assigning it to a responsibility.

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Accounting Flexfield Considerations

Identifying business requirements

Analyzing reporting requirements
Creating a worldwide charts of accounts
Creating vertical structures
Using independent and dependent segments
Designing size and segment numbering schemes
Sequencing the segments using segment value inheritance
Using dynamic insertion
Using security

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Identifying Business Requirements

Identify the aspects of your business that you need to track and analyze
Company,legal entity, fund
Division, region, territory, state, country
Location, plant, office, store
Cost center, department, function
Product, product line, line of business, channel
Project, phase, task, job, work order

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Defining Set Of Books

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Analyzing Reporting Requirements

Make certain that you can generate the required reports based on the
segments in your Accounting flexfield
Company
Region
Cost Center
Project

}
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Sequencing the Segments

Consider the efficiency of data entry and a logical order for users when
deciding how to order your Accounting Flexfield segments
Place the segments with defaults at the beginning or end of your Accounting Flexfield.
Several reports in Oracle General ledger sort in the following order.
Balancing Segment
Account segment
Remaining segments from left to right

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Journal Entry Types

Basic Journal
entry
Reversing journal
entry
Recurring entries
Mass allocation
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Journal Creation Method

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Importing Journal Lines

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Integrating with Spreadsheets

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Accounting Period Statuses

Before you enter journal entries, you must know your calendar flow. Each accounting
period has one of the following five statuses.

Never
Opened

Open period

Future
Enterable

Closed period

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Permanently
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Journals Batches

The use of Journal Batches is optional. If desired you can enter a journal directly
Batches can contain unlimited number of JEs
All JEs in a batch must share the same period
You can organize journal entries with common attributes into batches. Examples
of common attribute groupings include
Journal type
Journal data
Journal Preparer

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Creating Journal Batches

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Manual Journals

A Manual Journal entry is a journal entry that you enter directly into Oracle General Ledger. Manual Journal Entries can include
the following:

Functional Currency entries

Foreign Currency entries
Statistical entries
Intercompany entries

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Entering Journal

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Performing Additional Journal Actions

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Calculating Tax on Journal Entries

Oracle GL allows you to automatically account for taxes, such as value-added tax (VAT), sales tax, or
consumption tax. You can calculate tax at any one of the following levels:
Set of books
Account
Journal entry
Journal Entry Line

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Entering a Taxable Journal Entry

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Reversing Journal Entries

You can use reversing journal entries to reverse accruals, estimates,

errors or temporary adjustments and reclassifications . It can be done
automatically.
First Period :
Amounts are added

Next period :
Amounts are subtracted
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Reversing Journals Automatically

Define Auto-reverse criteria by journal category

Enter Actual journals with journal categories that have auto-reverse criteria defined
Choose one of the following to reverse your journals:
Navigate to the submit request window and submit the automatic reversal program
Set the Profile Option, GL: Launch auto-reverse after open period , to Yes and
open next period

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Journal Reversal Criteria

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Drilling down to Journal Detail

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Recurring Journals: Overview

There are three major types of recurring journals

Skeleton

Standard

Formula

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Defining recurring journals

Follow a four step process to create recurring journal entries

1

Create recurring journal definition

Generate recurring journals

Review journal

Post entries

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Define Recurring Journal Formula

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Mass Allocation

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Defining Mass allocation Journals

Define a single formula to allocate amounts across a group of

balancing segment values, departments and so on.

Allocate total rent expense

Dept A

Dept B

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Defining Mass allocation Definition

Create Mass allocation formula

All mass allocation formulas use the following equation to determine allocation
amounts
Cost pool * (usage factor/ total usage)

Oracle General Ledger uses the following format to represent the equation. Each factor in
this equation relates to a separate formula line
A*B/C

You can enter any combination of fixed amounts and combinations in formula lines
A, B or C

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Example

Row Company Dept Natural Description

Account
A
B
C
T
O

01
C
01
C
01
C
01
C
01
C

000
C
999
L
999
S
000
S
000
C

5740
C
SQFT
C
5740
C
5740
C
5740
C
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Allocate cost pool to

all department
Loop through square
footage of each Dept.
Total Square footage.
Assign each Dept :
Result of A*B/C
Use cost pool as offset
account.
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Creating Mass Allocation Formulas

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Creating Mass Allocation Formulas Contd..

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Posting Journals

Update balances by posting journals

Enter Journal

Post Journal

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Posting with Auto Post

Update balances by posting journals automatically

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Importing Journal Entries

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Importing Journals

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Automatic Journal Scheduling

The prerequisites for running the automatic Journal scheduling program are:
Define Recurring Journals
Define Mass Allocations
Define Budget Formulas
Define mass budget
Define auto allocation set
Define oracle General Ledger schedule

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Setting Up journal Approval

Enable journal approval for your set of books

Specify journal sources that require journal approval
Create an approval hierarchy for employees and supervisors
Define authorization limits

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Approval Methods

Go up Management Chain
Go direct to person with sufficient authorization limit
One stop go direct

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Overview

Budget estimated account balances for a specified range of periods. Then

compare estimated amounts with actual balances to determine variances

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Complete Budgeting Accounting Cycle

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Anatomy of Budget: overview

A budget consist of periods, accounts and amounts

Period
Accounts
Amounts

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Defining a Budget

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Creating Master and Detail Budgets

Oracle GL uses summary accounts to maintain master-detail budget

relationships between hierarchy
Total sales

Total division

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Total marketing

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Creating Master and Detail Budget

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Budget Entry Methods

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Entering Budget Amounts

Budget rules are predefined methods for calculating and distributing

amounts to all periods for an account You can use budget rules to help
you enter budgets quickly and easily.

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Budget Journal Process

Step 1: Enter
budget journals

Step 2: Run
journal import

Step 3: Post Budget Journal

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Mass Budget

Mass Budgeting gives you the flexibility to allocate budget amounts to

ranges of accounts throughout your organization using simple formulas.

Cost pool * (usage factor/ total usage)

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Defining a Mass Budget Batch

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Transferring Budget Amounts

Transfer fixed amounts or percentages of budget balances between

account combinations within the same budget.

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Budget Transfer

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Three steps process

Use a three step process to ensure the accuracy of your budget

Reviewing Budgets
After entering or importing budget information, run reports or perform online inquiries to ensure the accuracy of your budgets.
Updating Budgets
Prior to finalizing your budget, review your budget data and make revisions, if necessary.
Freezing Budget
You can freeze a budget, budget organization, budget formula batch, or range of budget account combinations to prevent accidental or
unauthorized changes
You can also unfreeze any budget or budget element that is currently frozen

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Define Suspense Accounts

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Inter company Accounting

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Define Inter company Account

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Inter company Balancing

You can balance inter-company journals based on multiple parameters, including

Journal source, Journal category, and Balancing segment value.
You can specify unique due to and due from inter-company accounts or templates for
Oracle General Ledger to use to automatically balance inter-company journal entries.
Based on the rules that you define, Oracle General Ledger inserts additional journal
lines to offset journal lines that cross balancing segments.

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Inter company Balancing

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Inter-company Balancing within a single SOB

You can balance inter-company journals based on multiple parameters,

including:
Journal source
Journal category
Balancing segment value

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Global Inter-company System (Formerly CENTRA) Enhancements

Automatic transaction generation (AutoAccounting)

Intercompany transaction notification
Intercompany transaction import interface
Enhanced Intercompany transfer program

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GIS Transaction Interface and Transfer Programs

General
Ledger

Subledgers

Spreadsheet

GIS

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General
Ledger

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Overview

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Parent Values and Roll-up Groups

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Summary Accounts

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Define Summary Accounts

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Overview of GCS

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Overview of GCS Contd..

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Consolidation Hierarchy Viewer

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Defining a Consolidation

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Defining Mapping Rules

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Defining Segment Rules

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Defining Segment Rules

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Defining Account Rules

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Defining Account Rules

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Consolidation Process

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Consolidation Process Contd..

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Consolidation Run

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Overview

Before you can enter foreign currency transactions there are number
of steps you must follow

Define new currencies

For EMU currencies, establish an EMU relationship with the existing currency
Enable currencies
Define set of books
Enter period rates
Define daily conversion rate types
Enter daily rates

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Terms you should Know

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Multi currency : Overview

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Multi currency : Overview

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Foreign Currency Concepts

There are three concepts in Oracle General Ledger that pertain to

foreign currency

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Conversion

Oracle General Ledger automatically converts the amount in foreign

currency journals to functional currency equivalents using supplied daily
exchange rates

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Revaluation Process

Revaluation is a process that reviews foreign currency transactions,

reconverts them to the functional currency using the Revaluation rate, then
create the journal entry to adjust the functional balance to the reconverted
amount.

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Translation Process

Foreign Currency Translation is a process that enables you to restate your

functional currency account balances into a reporting currency

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Oracle Application Support for MRC

Cost Mgmt Amounts are converted to a specified Reporting Currency when you
request a Report.The Converted amounts, however, are not stored in the cost
mgmt sub ledger
Cash Mgmt supports MRC through its payment and Receipt reconciliation, and
through clearance Transactions

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Revaluation in MRC

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Revaluation in MRC

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General Ledger Tables , APIs/Interfaces

Following are some of the main tables of GL

GL_JE_LINES
GL_JE_HEADERS
GL_JE_BATCHES

GL_BALANCES
GL_BUDGETS
GL_BUDGET_TYPES
GL_CODE_COMBINATIONS
GL_IMPORT_REFERENCES
GL_PERIODS
GL_PERIOD_SETS
GL_PERIOD_STATUSES
GL_PERIOD_TYPES
GL_SETS_OF_BOOKS
GL_DAILY_RATES
GL_DAILY_CONVERSION_TYPES

Interfaces
GL_INTERFACE
GL_BUDGET_INTERFACE
GL_DAILY_RATES_INTERFACE

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Using Open Interfaces

You can integrate with external systems by using published open interfaces.
You can write import programs to import data from an external system or from your previous accounting system
You can initiate a full account validation process during import

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Standard Reports & Online Inquires

Oracle General Ledger provides you with variety of

powerful reporting, consolidating and analysis
capabilities.
Standard Reports and Listings
Online Inquires
Financial Statement generator
Report Wizard
Oracle Financial Analyzer

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Standard Reports and Listings

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Online Inquires

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FSG

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FSG

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OFA

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OFA

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Major Activities of Functional Consultants

in Implementation Project
1.

Preparation of Business Process Study Document

2.

Preparation of Business Process Mapping Document

3.

Perform Setups

4.

Identify Gaps and finalized Workarounds/Customization

5.

Preparation of Functional Specification for Customizations

6.

Help Technical Team to prepare Technical Specification & Test

developed code for Customization (Forms, Reports, Interface)

7.

Collect Business Scenarios from Client

8.

Perform Testing

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Sample Process Analysis Questions

1.

What type of industry are you in?

2.

What products and services do you provide?

3.

What business areas and/or operations are targeted for

improvement?

4.

Can you provide a systems flow diagram of connectivity between your

core business applications?

5.

What is your organizational structure?

6.

How many businesses are in Your Company?

7.

On how many sites are these companies located? What are these
sites?

8.

Do all the locations have the same chart of accounts, Calendar and
Currency?

9.

What is your accounting calendar ?

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Sample Process Analysis Questions

10. Do you have any security policies around access to General Ledger?
Is this documented?

11. What does your current chart of accounts look like?

12. Are your account values in any order or range pattern?
13. Who is going to maintain the segment values once entered?
14. Do you require financial consolidations?
15. Do you use multiple currencies in your business? How many and
what are they?
16. Do you track journal sources? What types?
17. Do you track journal categories? What ones?

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Trouble Shooting
Sample Problem 1:- APP-00822 and APP-00730 errors when entering flexfields in
Set of Books form GLXSTBKS.
Solution:- Make sure your segment qualifiers have been assigned (Balancing
Segment and Natural Account). Verify that value sets have been assigned to all
segments. Re-sign on to the application.
Sample Problem 2:- APP-01675: Field is protected against update - while changing
the segment
qualifiers on the Define Segment values form.
Solution:-You need to unfreeze all the structures in order to change the segment
qualifiers. Contact your Database or System Administrator for assistance before
proceeding. The following SQL scripts help identify the structure that shares the
Value Set.
Sample Problem 3 :-APP-01016: routine FDFRKS: unknown structure ID 101 for
flexfield code GL# with application ID 101.
Solution:Make sure that the flexfield structure is frozen; Recompile the flexfield.
a. Navigate to Key Flexfields Segments form
b. Query: Application: Oracle General Ledger and Flexfield Title: Accounting
Flexfield. Place your cursor on the desired structure. Make sure that the
structure is frozen.
c. Click on the Compile button to recompile the flexfield structure.
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Business Case Study

Type of Business
Chemical Industry
Business Requirement

XYZ Company having corporate office in Pune and three chemical plants in three different
locations in India. They want to go for Oracle Application implementation from their legacy
system. Client wants to generate trial balance and capture the accounting at company level,
cost center level, manufacturing plant level (Production center), individual account level and
item level like FG Item and RM.
Business Process Mapping

1.

2.
3.

4.

Oracle Standard Business Process

Gaps/ Workarounds/Customization

Currency, calendar and CoA will be same for

all units so only one Set of Book need to be
created.
Being single financial reporting company one
legal entity is required.
Four operating units need to be created. One
for corporate and three for three plants.
Basically these will be sub-ledgers.
Accounting structure can be of 6 Segments.
Company-Natural Account -Cost CenterProduction Center--Revenue Center-Future

Most of things were vanilla, except

some custom report development.
These custom reports will be mostly
FSG reports. Some examples for
custom reports are Summary
Performance Report, Average RM
Prices comparison report, Fixed cost
analysis report and so on
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Questions?

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