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Information – Help Menu

Posted on August 2nd, 2007 by Sanjit Anand ||Email This Post Email This Post

For those who are very new to oracle application , you should know the help menu has some great functionality for diagnostics purpose.

  • How to see application version, Form shortname and version of form
    (Help) About Oracle application
  • (Help)Diagnostics ->Examine
    • Pass the apps password and investigate the value for some variable.
  • (Help)Diagnostics ->Examine ….Chose $DESCRIPTIVE_FLEXFIELD$block
  • (Help)Diagnostics ->Examine ….Chose $ENVIRONMENT$block
    • This has all primary environment variables.
  • (Help)Diagnostics ->Examine ….Chose $PROFILE$block
    • this shows all profile options given to user who is accessing the application.
  • (Help)Diagnostics ->Examine ….Chose system block…choose LAST_QUERY field
    • This will shows last query used by the form.
  • (Help) Diagnostics -> Display Database error
    • This shows any database error message.
  • (Help) Diagnostics -> Trace(checkbox)
    • The options are on and off for forms tracing. Tracing file (.trc) is put into user dump folder.

Posted in 11i, Beginner | 1 Comment »

Is “Sequence” Important in Closing oracle Modules at Month end

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

Yes.. It is important in Oracle application.

Lets start with period end sub ledger closing overview .
The period end process is performed at the end of each management accounting period in order to enable the reporting of the financial results for that period. This enables management to undertake accurate decision-making, and drives external reporting information. Normally there are 12 management accounting periods, each normally consist 5 or 4 weeks long, which are aligned and adjusted for the last week in the Year to coincide with the year end date (31st of December) and the first week in the year to coincide with in the start date of the Year Respectively. Apart from this there are 13th & 14th adjusting period for the year end set at the 31st of December.

In the period end process various steps are followed preparation, closure of sub-ledgers, the review of preliminary results, GL closure, production of reports and communication of information to users.

Is sequence important in month ending closure process

Lets start with a simple implementation site, the company has implemented Core financial products as well as entire manufacturing products in global instance and payroll is taken with another application which was interface with EBS product.

A typical data flow can be best understood as:

monthendflow

Normally the month end start sometime first Monday of week of the current month, Normal procedure is that the whole month end completes in 4-5 working days. Here are the sequence in which month end process performed.

monthend

Posted in 11i, Oracle General Ledger | No Comments »

Understand Date Tracking in HRMS

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

Irrespective of installation , whether it’s full or shared, it is important to understand the “date tracking” concept that oracle utilizing in HRMS.

Effective Dates
Date Tracking is a means of maintaining a history of changes to personnel records. It applies to the following parts of a person’s record in Oracle HR: People, Assignments. Each of the areas that are date tracked within a record are date tracked independently.

We can ‘date track’ by setting an Effective Date. An effective date is the date at a particular point in time when a person’s record is effective. When you set an effective date for your work, DateTrack ensures that only information effective on that day is used for any processing,
validation, enquiries and reporting you carry out.

Lets understand this in this simple diagram , which is consider as timeline of a personal record.

Persoanl record

It shows how the person’s Status has changed over time to reflect their changing circumstances. As the changes are made in Oracle, the system keeps a record of each change. These records can be thought of as different slices – or different pages in a file that show each change. Date tracking allows you to visit each slice or page at any time. If you set the effective date to 17 July 2001.. for example, the record would show that this individual is Married. Reset back to today and the marital status would show as divorced.

Take a another example for employee Assignment

assigrecord

In this example the assignment record shows how this person’s Position changes over time.

When this person originally started in company , their position was Programmer 1. Over time their position get changed and Oracle keep maintaining the history of this. In addition, this individual has been told that they have a new position which will take effect as of the 01 Jan 2008. Using date tracking you can record that this position change will take effect in advance of it happening – simply by setting the Effective Date to 01 Jan 2008 and making the change. Until that date actually arrives, the position will still show as the current one.

Insert
If there are future dated entries in the system (as in the assignment example above), and you wish to record a new change that will occur prior to the forthcoming change then Oracle will prompt you to Insert the record as part of the update. In this scenario, Oracle will insert a new ‘slice’ of history up to the date of the future change only.

assigrecord1

 

In above diagram example, a future dated change was entered to record that this individual’s position is changing from Programmer Level 3 to Analyst on 1 Jan 2007. However, subsequent to this change being entered and saved in Oracle, this person will have a new supervisor from July 1st – i.e. before taking up the new position. If you now record the new supervisor change, Oracle will prompt you to ‘insert’ it. As such, a further slice of history will exist from 1 July 2007 to 1 Jan 2008.

Which columns in Oracle hold these values

To control these date tracking rows, every DateTracked table must include these columns:

  • EFFECTIVE_START_DATE DATE NOT NULL
  • EFFECTIVE_END_DATE DATE NOT NULL

Posted in 11i, Technical | 3 Comments »

Purchase Order > Approval hierarchy

Posted on June 22nd, 2007 by Sanjit Anand ||Email This Post Email This Post

The setting up of approval hierarchy for PO requires few mandatory setup , which start with employee /Buyer information.These are the following steps required.

  • Define the employee and his/her superiors
  • Define the positions for the employee and the superiors

N –> Setup –> Personnel –> Positions

  • assign the employee and the superiors to a position

N –>Setup –> Personnel –> Jobs

  • define an approval group which allows him/her to approve PO’s up to the approval limit. Same for the superiors.

N –> Setup –> Personnel –> Position Hierarchy

  • Make sure the document type (e.g. PO) allows ‘Owner can Approve’ (checkbox)
  • Assign the approval groups to the correct positions
  • Create a position hierarchy for every org according to your wishes
  • Assign the hierarchies to the document type
  • Run the concurrent request ‘Fill Employee Hierarchy’

approval

and , finally the above can be understood in the data diagram as below.

buyers

Posted in 11i, Oracle Purchasing | 8 Comments »

Auto Invoice: Transaction Flexfield

Posted on May 26th, 2007 by Sanjit Anand ||Email This Post Email This Post

Why set up is important for transaction flex field in autoinvoice? Does my Autoinvoice get failed if I would not do set up or not passing information for Transaction flex field? Yes, You can’t. The way the auto invoicing works is designed it worked to Uniquely identify for each transaction.

Then what are those Transaction Flex Fields?

Transaction flexfields are descriptive flexfields that AutoInvoice uses to identify transactions and transaction lines. Oracle Receivables lets you determine how you want to build your transaction flexfield structure and what information you want to capture. There are four types of transaction flexfields:

  • Line Transaction Flexfield
  • Reference Transaction Flexfield
  • Link-To Transaction Flexfield
  • Invoice Transaction Flexfield

The key point is the Line Transaction Flexfield must be defined if AutoInvoice is being used. The Line Transaction Flexfield can be used to reference and link to other lines because the Line Transaction Flexfield is unique for each transaction line. AutoInvoice always uses the Line Transaction Flexfield structure for both the Link-to and Reference information when importing invoices. It is only necessary to explicitly define the Link-to, Reference, and Invoice Transaction Flexfield structures if this information is to be displayed on a custom window.

You must define both the line-level and header-level Transaction Flexfield. To define the line-level Transaction Flexfield, query ‘Line Transaction Flexfield’ in the Title field of the Descriptive Flexfield Segments window and enter the context and segments associated with this Transaction Flexfield. To define the Transaction Flexfield at the header-level, query ‘Invoice Transaction Flexfield’ and enter the context and segments associated with this Transaction Flexfield. All segments in the line level transaction flexfield that refer to header information must also exist in the header level transaction flexfield. For example if you define a line-level Transaction Flexfield with 4 segments and only the last 2 segments refer to line-level information, define the header Transaction Flexfield using the first two segments.

Where to setup
AR gives you the option of using QuickPicks to display reference information for imported invoices. You can use the System Profile Option AR: Transaction Flexfield QuickPick to select the Transaction Flexfield Segment you want to display in Invoice QuickPicks throughout Oracle Receivables.
1

Business Case:

Lets say my autoinvoice having two sources,

1.More4Apps – where data is coming from excel based More4apps.
2.PROJECTS INVOICES – for Creating Project invoices.

So to process these, we have set up like this:

If Source is More4Apps then required INTERFACE_LINE_ATTRIBUTE1 till 2 (Fig :2)
If source is PROJECTS INVOICES then required INTERFACE_LINE_ATTRIBUTE1 till 8 (Fig :3)
11

Fig 2: Setup for Fisrt source as above

12

Fig 3: Setup for second source as above

What is mean, pretty simple based out of source the respective column should be populated. At the time of validation auto invoice will try to validate first the DFF field, based out of Context Value, The value in context field would be the same which appears while defining. And the process should take the value as reference and create a transaction in the AR.

Posted in 11i, EBS Suite, Finance, Oracle Receivable | 7 Comments »

_ALL, _TL, _VL, _V,_F,_VL,_A,_AVN and what else..

Posted on May 2nd, 2007 by Sanjit Anand ||Email This Post Email This Post

Very common thing, people get confuse why such type of naming convention oracle have used. Here is note for some of them:

  • _ALL : Table holds all the information about different operating units. Multi-Org environment. You can also set the client_info to specific operating unit to see the data specific to that operating unit only.
  • _TL are tables corresponding to another table with the same name minus the _TL. These tables provide multiple language support. For each item in the table without _TL there can be many rows in the _TL table, but all with different values in the LANGUAGE column.
  • _B these are the BASE tables.
    They are very important and the data is stored in the table with all validations.
    It is supposed that these table will always contain the perfect format data.
    If anything happens to the BASE table data, then it is a data corruption issue.
  • _F these are date tracked tables, which occur in HR and Payroll. For these there are two date columns EFFECTIVE_START_DATE and EFFECTIVE_END_DATE which together with the PK identifies a row uniquely. The date intervals cannot overlap. Many think they are Secured data. Guess someone from Oracle confirms.
  • _V tables are the views created on base tables
  • _VL are views for multi language tables which combines the row of the base table with the corresponding row of the _TL table where the LANGUAGE = USERENV(‘LANG’).
  • _S are sequences, used for finding new values for the primary key of a table.
  • _A are Audit Shadow Tables
  • _AVN and _ACN are Audit Shadow Views (when data was changed, and with what values

Posted in 11i, EBS Suite, Oracle Application | 6 Comments »

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 »

Depot Repair – Primer

Posted on February 23rd, 2007 by anand ||Email This Post Email This Post

The purpose of this article is to provide a brief background introduction for Depot Repair and underline product functionality within E-business suite.

Why this is required?
If you’re company is manufacturing product and selling to customer, then services after delivery would be a prime focus, as RMA would going to cost extra dollars. More important it is understood the depot repair department does have some time-consuming process that’s many times customer end up with frustration.

The question is why depot repair is more important now a day? The answers is simple “customer is king“, so any process that keeps customer happy is always a positive side of business. More important here are some others key benefits :

  • Increase customer satisfaction
    • Execute efficient and effective repairs
    • Exceed customer expectations
  • Reduce repair costs
    • Improve material / resource management
    • Minimize overhead
  • Protect and grow revenue
    • Improve quality and repair efficiency
    • Leverage repair knowledge capital

Then what is Depot Repair

A typical depot repair department has these kind of business process.

a)Issue identification :Here the Service can be captured. Service may come as

  • Inquire
  • Support
  • Complain
  • Request Repair
  • Return

b)Repair Processing:In this stage repair processing activity can be completed.Important sub process are:

  • Receive
  • Identify & Estimate
  • Route
  • Manage Materials / Resources
  • Approve
  • Repair

c)Repair Resolution

  • Exchange
  • Loan
  • Replace
  • Ship
  • Invoice

Thus Depot Repair can be redefined as:

  • An enterprise-wide solution for managing in-house repair businesses; designed to minimize customer down-time and bridge-the-gap during product repair.
  • An application that provides end-to-end service repair processing functionality for organizations committed to delivering a total service solution.
  • A centralized place where all core depot repair functions are easily performed and monitored.

Where this come in Oracle application.
Depot repair is part of oracle application CRM activity. Thus this comes with the oracle CRM product bundle.

depotRepair

What functionality Depot Repair of E business Suite offers?
Depot Repair is part of the Oracle E-Business Suite and offers an enterprise-wide solution for managing issue identification, repair processing and repair resolThe functionality option.

  • Makes repair management more effective by executing and tracking logistics processes quickly and accurately.
  • Is fully automated and integrated with the rest of the E-Business Suite to improve service efficiency and reduce operating costs.
  • Monitors the return of damaged and serviceable products, performs diagnoses and job estimates, processes approvals and repairs, and executes shipments back to customers.
  • Automatically factors time and material entitlements for repairs for invoice processing.
  • Manages the repair and refurbishment of internally-owned and customer products.

Is this a standalone product?
No, this is not standalone product that means it requires data sharing with other products with in Oracle EBS. If the company is using some other products then bolt-on tight integration would be a definite need.

These are the Oracle products with which Depot Repair is interacting in term of data flow and some functionality.

  • Assignment Manager
  • Bills of Material (BOM)
  • Work in Process (WIP)
  • Order Management
  • Inventory
  • Pricing
  • Purchasing
  • Charges
  • CountersField Service
  • Installed Base
  • iSupport
  • Notes
  • Knowledge Management
  • Resource Manager
  • Service Contracts
  • TeleService

Posted in 11i, Depot Repair, EBS Suite | 3 Comments »

EDI & E-Business Suite – Part II

Posted on February 15th, 2007 by anand ||Email This Post Email This Post

This is a continuation of last article for EDI, here are the add-on details for most of the EDI been offered within E-Business suite. More importantly, the two different widely acceptable standards are mostly used in different continent. For example the in North America and Canada ASC X12 is widely accepted across industry where as well as Europe and Asia has EDIFACT as preferred standards.

Now, here is the extensive list of EDI with categorization with E business suite module wise.

Oracle Purchasing

  • Outbound 850/ORDERS
  • Outbound 860/ORDCHG
  • Inbound 832/PRICAT
  • Inbound 843/QUOTES
  • Inbound 856/857/DESADV
  • Outbound 824/APERAK

Order Management

  • Inbound 850/ORDERS
  • Inbound 875/ORDERS
  • Outbound 855/ORDRSP
  • Inbound 860/ORDCHG
  • Outbound 865/ORDRSP

Shipping

  • Outbound 856/DESADV

Inventory

  • CUSDEC (No ASCX12 equivalent)

Payables

  • Inbound 810/INVOIC
  • Outbound 820/PAYORD-REMADV
  • Outbound 824/APERAK

Receivables

  • Outbound 810/INVOIC
  • Outbound 812/DEBADV-CREADV

Supplier Scheduling

  • Outbound 830/DELFOR
  • Outbound 862/DELJIT

Release Management

  • Inbound 830/DELFOR
  • Inbound 862/DELJIT
  • Inbound 866 (No EDIFACT equivalent)

Hope this helps a fair idea about the EDI messaging usage in EBS suite. Will write couple of more article under this head for setting up EDI message in EBS Suite with one business case.

Posted in 11i, EBS Suite, EDI | 2 Comments »

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