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Month End Process -Useful Payable Reports

Posted on April 30th, 2007 by Sanjit Anand ||Email This Post Email This Post

Lets have something informative for some important reports to reconcile Accounts Payable sub ledger to the General Ledger.

1. Accounts Payable Trial Balance

(Normally this report is run at the end of this period and the prior period. This represents your opening and closing AP Trial Balance)

The closing value per AP control account in this trial Balance should agree to the corresponding Account in the General Ledger Trial Balance.

If it does not, you will need to investigate why.

Run the following reports to assist you in the process:

o Posted Invoices report
o Posted Payments report

The Opening Account Payable Trail Balance (AP TB)

+ The Posted Invoice
The Posted payments
= The Closing AP TB

The above formula is a key formula in attempting to identify the source of potential problems.

Note that in above:

The Aging Invoice Report Total should equal
The AP Trial Balance Total +
The Total of Swept (Unposted Transactions)

You may wish to perform this reconciliation as a further month end reconciliation check.

2.Invoice Aging Report

This is yet another important report which shows you a complete list of all unpaid invoices on the system irrespective of whether they are due for payment or not, whether they are on hold or not. This report groups invoices by how many days they are over due. The grouping of invoices by age past due is dependent on the Aging bucket selected for the report.

Running the Invoice Aging report is like running any other report. The key points to note are that
1. The report name to choose is “Invoice Aging Report”
2. It is recommended that you use the Standard Aging bucket.

Accounts Payable Trial Balance

The Accounts Payable Trial Balance shows you a complete list of all unpaid invoices on the system that has been transferred to the General Ledger, irrespective of whether they are due for payment or not. This report will assist with the month end reconciliation process.

Apart of the above, these are the additional reports which helps in completing account payable month end close procedure.

a) Invoice on Hold Report

b) This report normally run to identify the invoices with Holds that need releasing.

c) Payables Accounting Entries Report

d) Invoice validation report

 Normally to approve multiple invoices run the “Invoice Validation” request.once this report request runs the payables approval process and produces a report detailing the types and number of holds placed on invoices as a result of this run.

e) Unaccounted Transactions Report

f) Final Payment Register

g) Reconciliation Reports

Posted in 11i, Finance, Oracle Payable | 5 Comments »

Month End Process for Account Payable

Posted on April 29th, 2007 by Sanjit Anand ||Email This Post Email This Post

Lets summarize some important steps that highlight the activity required to perform the month end close in account payable.

  • The very first step is to submit and review the Invoice Validation and Invoice on Hold Report.

From the output, determine if there are invoices on hold; Resolve any holds on invoices. Note that depending on the type of hold on an invoice, it may be impossible to transfer the Invoice to the General Ledger.

  • Make sure that if you still have any invoices on hold, they are invoices you intend to roll over to the following month. Once you are satisfied with your review, submit the Payables Transfer to General Ledger Program to transfer invoice and payment Accounting information to the General Ledger. This process will auto generate the Payables Accounting Process request. This creates all the accounting entries for Oracle Payables.
  • Once your concurrent request get completes and you are satisfied that your journal has been Transferred, you are ready to reconcile your month end numbers. Sweep any unposted invoices to the following month.
  • After your reconciliation, close the current period and open the following period.
    For This you should

Navigation > Accounting > Control Payables Periods

  • An Accounts Payable Reconciliation is required to record reconciling items when reconciling Accounts Payable to the General Ledger.

The other activity, which involves accounts Payable User/Manager, is responsible for:

  • Preparing all journal entries pertaining to Accounts Payable transactions, accrued Accounts Payable, and adjustments for Accounts Payable aging reconciliations
  • Posting Accounts Payable transactions to the General Ledger
  • Reconciling Accounts Payable accounts to the General Ledger
  • Verifying current Accounts Payable aging
  • Locating and voiding missing checks
  • Correcting account distribution errors.

Posted in 11i, Finance, Oracle Payable | 1 Comment »

Oracle Apps and ASN

Posted on April 14th, 2007 by Sanjit Anand ||Email This Post Email This Post

The ASN aka Advanced Shipment Notice is a document that is sent to a buyer in advance of the buyer receiving the product. It is typically used within the context of an EDI environment. It can be used to list the contents of an expected shipment of goods as well as additional information relating to the shipment, such as order information, product description, physical characteristics, type of packaging, marking carrier information, and configuration of goods within the transportation equipment. In the implementation of the transaction the latest the ship notice may be sent is the time of shipment. In practice the ship notices just arrive before the shipment.

dgreybarrow Basic Business Needs

  • To receive a Shipping notice in Advance:
  • Provide user the ability to electronically receive supplier ship notice into Purchasing by loading an ASN electronically into Oracle Apps using the Receiving Open Interface.

dgreybarrow Business Flow

Typical Process with company using Oracle EBS would be similar to this:

  1. Supplier sends ASN.
  2. EDI validates the data for EDI standards and inserts data into Receiving Interface tables.
  3. Receiving Open Interface validates ASN data. If accepted shipment lines are populated.
  4. Supply details are maintained.
  5. Application Advice is generated. The supplier can check if there is a rejection of ASN through the advice.

dgreybarrowInbound Shipment Notice Transaction (856)

If you are using EDI Gateway , make sure you have done setup for Trading partner correctly. These are relevant Oracle Purchasing Profiles and Set-ups

The following is a list of the Purchasing set-ups related to the Receiving Open Interface.

  1. RCV: Fail All ASN Lines if One Line Fails:
    If the profile option is set to ‘Yes’ and any line failed validation, no further validation is performed for the ship notice.
    If the profile option is set to ‘No’ and any line failed validation, the process continues with the next line.
  2. ASN Control:
    In the Receiving Options window in Purchasing, select Warning, Reject, or
    None in the ASN Control field to determine how Purchasing handles the receipt against a purchase order shipment for which a ship notice exists.
  3. PO: Enable SQL Trace for Receiving Processor :
    If the profile option is set to ‘Yes’, more detailed error data is provided in the View Log screen of the Submit Request window when you run the Receiving Transaction Processor.

dgreybarrow Data Flow Diagram

Here is data flow looks typically when you are using with EDI gateway.


Receiving Open Interface tables which got involved in this is:

You can use Import Programs to submit ECEASNI.sql (856) to the Concurrent Manager to populate the Receiving Open Interface tables with data from the inbound interface file.This is applicable if you are using EDI Gateway , else you can directly use Receiving Open Interface (RCVTP) program.

Use Import Programs to submit the Receiving Open Interface (RCVTP) program to the Concurrent Manager to validate the data in the Receiving Open Interface tables.

Hope with this, you can easily implement ASN in EBS. Question, comments are most welcome.

Posted in EDI, Oracle Purchasing | No Comments »


Posted on April 13th, 2007 by Sanjit Anand ||Email This Post Email This Post

Please contact us through



this form below,…. And I’ll get back to you as soon as possible.

Thanks & Good day

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Posted on April 12th, 2007 by Sanjit Anand ||Email This Post Email This Post

List of all Posting

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ASN – An Inside View

Posted on April 12th, 2007 by Sanjit Anand ||Email This Post Email This Post

dgreybarrow What exactly is an ASN and its types

ASN stands for “Advanced Shipment Notice”.

  • An ASN is a document used to transmit critical shipping information to the receiver.
  • It contains information on the carrier, the items and quantities shipped by Order, packaging information, and (potentially) labeling data from the item, package .
  • An ASN is composed of TWO parts:
    • Serial Shipping Container Code (SSCC) barcode labels on the shipping containers
    • An “856” Electronic Data Interchange (EDI) document
  • There are two types of ASNs:
    • Standard Pack ASNs
    • Pick & Pack ASNs.
  • A Standard Pack ASN is used when the same item is packaged together in one container.
  • A Pick & Pack ASN allows for different items within the same package.

dgreybarrow Levels of ASN

  • ASN can contain many levels of information.
  • These levels, sometimes referred to as hierarchical levels, or simply “HLs” define the different levels of detail within the ASN. These levels are different from different Trading Partner.
    • Shipment Level: This is the most broad level of detail. There is one Shipment HL allowed in an ASN. It contains data such as the Pro Number, the Bill of Lading Number, etc.
    • Order Level: There may be one or more orders per ASN. Information necessary to reconcile the shipment with the customer’s orders is placed here.
    • Tare Level: This HL represents a unique pallet identification. This level is used in some, but not all ASNs, depending on your Trading Partner and the manner in which you ship your goods. It normally contains a number corresponding to a bar-coded label as well as some physical characteristics of the pallet, such as weight and size.
    • Pack Level: This level identifies each carton in the shipment (or on the pallet, if the Tare Level is used). The Pack Level HL also contains a number corresponding to a bar-coded label. Usually, but not always, the pack level is used on an ASN.
    • Item Level: The item level represents an item that is shipped. Quantity and item identification data is stored at this level

dgreybarrowA typical Business senario for Inbound ASN

  1. ABC sends a Purchase Order to the Supplier A.
  2. The supplier picks the order. As the order is picked, the supplier’s warehousing/distribution system (aka “supplier’s system”) keeps track of what items are being picked into particular shipping cartons .
  3. When the carton is closed, the supplier’s system assigns an SSCC to that carton/pallet. Instead of when the carton is closed, this is sometimes done by the supplier’s system during the allocation/cubing process.
  4. The SSCC is encoded into a barcode on a shipping label and placed on the carton/pallet.
  5. Upon shipping the shipment of cartons/pallet to ABC, the supplier’s system generates the 856 EDI and transmits it to ABC so that ABC receives the EDI prior to the shipment arriving. The 856 EDI hierarchy must match the physical shipment (carton SSCC, carton detail, pallet, PO# information, etc.).
  6. ABC receives and processes the 856 EDI and stores it in their system. ABC acts on the ASN by scheduling the receipt, scheduling labor, doing prep work, etc.
  7. The shipment arrives at ABC. The ABC receiver scans the SSCC barcode and the ABC distribution system knows what is in that carton because of the 856 EDI. The distribution software system “guides” the receiver through what is supposed to be received since it knows everything about that carton because of the SSCC and 856 EDI, including what PO it is on, what items and quantities are in it, the lots and expiration dates, pedigree information, etc.

In case if you any more scenario do share .:)

Posted in EDI | No Comments »