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Copyright 2005, Oracle. All rights reserved.

Basic Journal Entries

11iGeneral Ledger Management Fundamentals

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Objectives

After completing this lesson, you should be able to dothe following:

Describe how journal entries are positioned in the

accounting cycle Identify the types of journal entries

Create manual journal entries

Post journal entries using various posting options

Perform account inquiries Perform drilldowns to Oracle subledger

applications

Create reversing entries

Use ADI to create journal entries

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Objectives

After completing this lesson you should be able to dothe following:

Import journal entry information using the

GL_INTERFACE table Describe the setup options available to process

journal entries

Identify reports, listings and inquiry optionsavailable for journal entries

Identify the profile options necessary to processjournal entries

Identify the key implementation issues regardingjournal entries and General Ledger

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Objectives

After completing this lesson, you should be able to dothe following:

Identify the key elements of Applications Desktop

Integrator (ADI) Setup ADI security

Setup database connections

Setup the ADI toolbar, general and languageoptions

Identify ADI profile options

Perform ADI diagnostic system checks

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Journal Entries and the Accounting Cycle

Review/CorrectBalances

Run Reports/Close Period

Open Period

Create/ReverseJournal EntriesPost

Review

Revalue/Translate

Consolidate

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Integrating Journal Entriesin Oracle eBusiness

Purchasing WIPInventory

Payroll Projects

Payables

Receivables

Assets

Cost

Management General Ledger

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Performing Journal Entry Functions

Post

Reverse

Create Use ADI

Inquiry

Drill down tosubledgers

Import

Run reports

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Journal Entry Types

ManualJournalEntry

ReversingJournalEntry

RecurringEntries

MassAllocations

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Journal Creation Methods

Manual Entry

Reversals

Recurring

MassAllocations

Journal Import ApplicationDesktop

Integrator

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Journal Components

Every journal entry in Oracle General Ledger has threecomponents.

Enter Journals

Header LinesBatch

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Grouping Journals into Batches

You can organize journal entries with commonattributes into batches.

Batch 02 Accrual journal entries

Batch 01 Mar-02 journal entries

Batch 03 Euro journal entries

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Manual Journal Entries

A manual journal entry is entered directly into OracleGeneral Ledger. Typical manual journal entries includethe following:

Functional currency entries Foreign currency entries

Statistical entries

Intercompany entries

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Performing Additional Journal Actions

Reverse Journal

Post

Change Period

Check FundsReserve FundsView Results

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Posting Journals

Post journal

Enter journal

Prepost $500

Journal entry $ 25

After post $525

Account Balance

Report and inquire

on updatedaccount balances

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Posting to a Prior Period

JulyOpen

June

Open MayClosed

Current period

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Overview of AutoPost

Define criteria

Schedule Submit

Review report

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Defining AutoPost Criteria Sets

Specify the parameters to select journal batches to beposted automatically.

Days before current date

Days after current date

Priority number

Source

Category

Balance Type

Period

0 to 1000

0 to 999

1 to 99

Specify or All

Specify or All

Specify or All

Specify or All

Parameters Value

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Running AutoPost

You can run the AutoPost program from:

AutoPost Criteria Sets window by selecting theSubmit AutoPost button

Submit Request window

Enter the AutoPost criteria set name in theParameters window

You can easily schedule AutoPost runs to fit the needsof your organization

As soon as possible

Once: Select a date and timePeriodically: Specify interval of minutes,

hours, days, or months

On specific days: Select day of week or month

Advanced: Apply a saved schedule

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Performing Online Inquiriesfor Accounts and Journal Entries

Journal Inquiry

Balance informationAccount Information

T AccountsActivity Summary

Drilldown to

subledgers

Account Inquiry

Dr Cr

Journal Enter

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Performing Account Inquiry

(B) ShowBalances

(B) ShowJournal Details

(B) ShowVariance

SummaryBalances

Variance

Journals

DetailBalances

AccountInquiry

Journals(Inquire)

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Reviewing Balances with Account Inquiry

Account Inquiry

Summary account

Detail Balances

Journal entries

for balances inspecific period

Summary

accounts

Detail account

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Reviewing VariancesBetween Account Balance Types

You can compare amounts for any two accountbalance types, and calculate the difference, byusing the variance calculation

Select the Show Variance button in the AccountInquiry window to navigate to the Variancewindow

Variance = Primary Balance TypeSecondary Balance Type

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Drilling Down to Subledger Details

Summary ActivityT Accounts

GL Account Inquiry

Balance

JE Lines

AP AR Inventory WIP

PO Assets Projects

View Subledger Accounting Entry

Enter JE View JE

View Subledger Transactions

View Accounting Lines

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T Accounts and Drilldown

Journals

T Accounts ActivitySummary

SubledgerAccounting

SubledgerTransaction

Subledger ViewAccounting

Select JE line

Select JE line

(M) Tools >T Accounts

(M) Tools >Drilldown

(M) Tools >T Accounts

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Display Options Available While Viewing

T AccountsActivity

Summary

Options

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T Accounts

Use the T Accounts window to view General Ledgerjournal entries or subledger accounting entries in agraphical T Account format.

01.1100

Operations.Cash

01.7550Operations.Travel Expense

1250.00

1250.00

1250.00

1250.00

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Activity Summary

Use the Activity Summary window to view accountinginformation summarized by account in a trial balanceformat.

01.1100 Operations.Cash USD 1250.0001.7550 Operations.Travel Exp USD 1250.00

Total Net Activity 1250.00 1250.00

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Dr. Rent Expense..10,000 functional dollarsCr. Cash...10,000 functional dollars

Original

Reversal

Dr. Cash......10,000 functional dollarsCr. Rent Expense..10,000 functional dollars

Reversing Journal Entries

Generate a reversal of any journal entry.

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Creating Reversing Journals

Generate reversals forpredefined period

ReverseJournals

More Actions

More DetailsEnter a reversalperiod. Reverseat later time.

Enter Journals

Choose a reversalperiod to createreversing journalentry.

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Reversing Journals Automatically

Create journal entriesBalance type: Actual

Category: AutoReverse enabled

Set profile optionGL: Launch

AutoReverse AfterOpen Period to Yes

Submit request:Program - Automatic

Reversal

Or

Define AutoReverse criteria byjournal category

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Journal Reversal Prerequisites

General Ledger automatically generates and postsreversals for journal entries if:

Journal balance type is Actual

Journal category has AutoReverse enabled

Journal is posted but not yet reversed

Journal reversal period is open or future enterable

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Journal Reversal Criteria

Assign criteria to journal categories to automaticallyselect journal entries to reverse.

Reversal method: Switch Dr/Cr or Change sign

Reversal Period rule

Select AutoPost Reversal checkbox

Select AutoReverse checkbox

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Overview

Applications Desktop Integrator (ADI) is an extensionto Oracle Applications that offers full cycle accountingwithin the familiarity of a spreadsheet.

Journal Wizard

Budget Wizard

Report Wizard

Analysis Wizard

Account Hierarchy Editor

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ADI Elements

Applications Desktop Integrator (ADI) has Wizards thatlet you modify or access specific areas of GeneralLedger:

Journal Wizard

Budget Wizard

Report Wizard

Analysis Wizard

Request Center

Account Hierarchy Editor

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Getting Started

When starting Applications Desktop Integrator (ADI),the ADI Toolbar appears. Before signing on, you haveaccess to any functionality that does not requireconnection to a database, such as a saved budget,

journal, or report worksheets.

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ADI Toolbar

Signon

General Ledger

Options

Help

Close

Applications

Tip Wizard

Minimize

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Signing On to ADI

Use your Oracle Applications Username and Passwordto sign on to Applications Desktop Integrator (ADI).

ADI

Oracle GeneralLedger

Username.

Password.

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Selecting an Applications Database

When you sign on, choose a database from theDatabase poplist.

ADI

OracleGeneral

Ledger

Oracle ApplicationsDatabases

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Selecting a Responsibility

Responsibility

OracleGeneralLedger

Oracle

ApplicationsDatabases

Set ofbooks

Set ofbooks

OracleAssets

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Validation and Segment Security

Applications Desktop Integrator enforces a variety ofvalidation and segment security rules with OracleApplications.

ADI Oracle GeneralLedger

Value Set ValidationSegment Security RulesCross Validation Rules

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Toolbar Options

You can customize your Applications DesktopIntegrator (ADI) Toolbar to:

Create shortcuts to programs and processesexternal to ADI

Arrange and group the icons displayed on thetoolbar

Options button

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General Options

Define general options and default settings forApplications Desktop Integrator (ADI). Choose yoursettings for:

Worksheet colors

Theme defaults Miscellaneous settings

Installation parameters

Options button

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General Options


Worksheet colors



Options button

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General Options


Worksheet colors

Theme defaults

Miscellaneous settings


Options button

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General Options


Worksheet colors



Options button

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Ledger Options

Define specific options for use with:

Budget Wizard

Journal Wizard

Report Wizard Analysis Wizard

Options button

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Budget OptionsFormat

Graph

Ledger Options

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Journal OptionsFormat

Layout

Header

Ledger Options

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Report Definition OptionsDefaults

Indicators

Copy Options

Ledger Options

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Report Analysis OptionsDrill Options

Environment Options

Ledger Options

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Language Options

Change the language Applications Desktop Integrator(ADI) uses in windows, menus, and tool tips. You canalso change the font and font characteristics.

Options button

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01 Corporate

Choosing Values from Lists

Choose from a list of values for data entry fields on thefollowing worksheets:

Journal

Budget

Report

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Overview of Using ADIto Create Journal Entries

Link journalworksheets

Upload journalentries to GL

Enter journalentries

Create worksheet Save worksheetas a template

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Integrating with Oracle General Ledger

After creating journal entries in ADI, you must uploadthem to the interface table and then import them intoOracle General Ledger for posting.

Enter journalinformation

GL_INTERFACEtable

Journal entrycreated in:GL_JE_BATCHESGL_JE_HEADERSGL_JE_LINES

Upload

Run

JournalImport

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Getting Started with ADI Journal Wizard

Create JournalWorksheet

Enter Journals

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Creating Journal Worksheets

SingleMultiple

Number of Journals

Functional Actuals

Foreign ActualsBudgets

Encumbrances

Journal Type

Create Worksheet in: New WorkbookCurrent Workbook

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Customizing Journal Worksheets

Use the Define Worksheet Layout window tocustomize the layout of your journal worksheet.

Worksheet Headers Lines

Define Worksheet

Layout

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Entering Data

Use the list of values, account aliases or enterdata directly to enter valid in your journalworksheet

Enable cross-validation to verify segment values

Mark the Upload column to flag journal lines forupload

Uploadcolumn

Upl

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Uploading Journal Entries

Create journal

entry in ADI

Upload to

GL_INTERFACEtable

Run Journal

Import

GL_JE_BATCHESGL_JE_HEADERS

GL_JE_LINES

PostGL_BALANCEStable

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ADI Diagnostic Wizard

Applications Desktop Integrator (ADI) includes a self-checking utility that performs over 50 checks toensure that your client PC is correctly configured torun ADI.

=

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ADI Performance Test Scenarios

If you experience poor performance when uploadingyour journals to Oracle General Ledger, you can run aseries of performance test scenarios to analyze yourjournal upload process.

OracleGeneralLedger

GL_INTERFACEtable

Upload journals Journal Import

ADI

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Excel Versions Supported

The following versions of Excel are supported withApplications Desktop Integrator (ADI), Release 7.1:

Excel 7 (Office 95)

Excel 97 (Office 97)

Excel 2000

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Profile Options

Profile options allow Applications Desktop Integrator(ADI) users access to various features and functionsof General Ledger.

ADI

OracleGeneralLedger

ProfileOptions

SystemAdministrator

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Other Uses of Journal Wizard in ADI

Use Journal Wizard in Applications Desktop Integrator(ADI) for other purposes:

Create templates for recurring journals

Create GL code combinations

Convert financial history

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Setting Up the ADI Journal Features

Use the Journal tab on the Ledger Options window tocontrol the appearance of your journal worksheets.

Ledger Options

Journal

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Setting Journal Profile Options for ADI

GLDI: Allow DrilldownAcross Books

GLDI: ConvertedEntry Threshold

GLDI: Force FullValidation

GLDI: Force Journal toBalance

GLDI: Journal WizardPrivileges

System Administrator

User Resp App SiteProfile Option User

GLDI: Create Group ID

GLDI: Journal Source

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Overview of Importing Journal Entries

Subledgers

Automatic or Manual

Journal

Import

Post

GL_JE_BATCHESGL_JE_HEADERS

GL_JE_LINES

GL_INTERFACE

Transfer in Summary

or Detail

GL_BALANCES

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Importing Descriptive Flexfields

If you use descriptive flexfields to capture extrainformation that is otherwise not tracked by Oracleapplications, you can import line-level descriptiveflexfield information along with journal entry

information into General Ledger.When importing descriptive flexfields, consider theimpact of the following:

Validation

Table population Summary journals

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Importing Journals

GL_INTERFACE

GL_JE_BATCHES

GL_JE_HEADERS

GL_JE _LINES

JournalImport

Program

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Multi-Table Journal Import

General Ledger allows you to import data frommultiple interface tables:

Enables you to customize alternative interfacetables to your specific data requirements

Using alternative tables can help you improveperformance since Journal Import more efficientlyprocesses high volumes of data from multipletables than from the single GL_INTERFACE table

Data load routines can be created which canchoose the interface table in which to data will go,and whether the table should be dropped whenJournal Import completes successfully

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Journal Import Group By Effective DatesDescription

A new profile option, GL Journal Import: SeparateJournals by Accounting Date, allows you to choosehow Journal Import will group journal lines.

Yes: Journal Import will place journal lines with

different accounting dates into separate journals

No: Journal Import will group all journal lines withdifferent accounting dates that fall into the sameperiod into the same journal, unless average

balance processing is enabled

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Journal Import Group By Effective DatesBenefits

More Flexibility

Account for business transactions by effectivedate or by accounting period

Better Auditing

Track transactions by date to facilitate financialauditing and compliance of the Sarbanes-OxleyAct

Better Information

Make daily updates to Daily Business Intelligence(DBI)

Make better business decisions with up-to-dateinformation

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How to Set Up Journal Import Group ByEffective Dates

By EffectiveDates

Setup JournalImport Group

- Set profile option

called GL JournalImport: SeparateJournals byAccounting Date

- Run the

Journal Importprocess

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Using Journal Import Group ByEffective Dates

1 Office Expense 5,000 USD 08/06/2003

2 Utilities 8,500 USD 08/21/2003

The following journal lines exist in the GL_INTERFACE table:

Line Account Amount Effective Date

Profile Option Settings

Yes: Creates 2 journals forthe same batch

Lines 1 and 2

No: Creates1journal

Line 1 Line 2

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Importing Journal References

You have the option of transferring journal entryinformation in summary or in detail when you run thejournal import process.

Detail Journals: Preserves all source detail information forjournal lines in General Ledger

Summary Journal: Summarizes all source transactionsinto one journal line.

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Reviewing Journal Import Data

J l I t V ifi ti P

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No

Journal Import Verification Process

Load GL_INTERFACEtable

Import journals bySource and Group ID

Do journalshave errors?

Numberoferrors?

Correct errors infeeder system

Journal importcreates a postable

journal batch

Delete source fromJournal Import -

Not Oracle AP or AR

Correct JournalImport online

High

Low

Yes

No

U i J l E t

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Using Journal EntrySources and Categories

Use journal entry sources and categories todifferentiate journal entries and to enhance youraudit trail

Select pre-defined sources and categories or

define your own

AssetsPurchasing

ProjectsAX Receivables

ManualBudget Journal

Payroll

AccrualAdjustment

Credit MemosHeadcountReceipts

RevaluationWIP

CategoriesSources

D fi i S A t

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Defining Suspense Accounts

Use suspense accounts to post balancingamounts for out of balance journal entries

The out of balance amount for the journal entry isautomatically placed in the suspense account

enabling you to post the transaction

Dr. 04.420.4310.0000.000 $100Cr. 04.110.5130.0000.000 $90Cr. Suspense account $10

S tti U St ti ti l E t i

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Setting Up Statistical Entries

You can associate statistical amounts withmonetary amounts by using statistical units ofmeasure

This enables you to enter both monetary and

statistical amounts in a single journal entry line

New York Consulting Revenue Dollars and Hours

Dr. 04.420.4310.0000.000 $10,000 50 Hours

R i J l E t R t

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Running Journal Entry Reports

Run standard journal entry reports to reviewinformation pertaining to your journal entries

Create custom reports for journal entries asneeded

Journal entries

Journal batches

Posted journals

Unposted journals

Journals with errors

S tti P fil O ti

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Setting Profile Options

System Administrator

User Resp App Site

Journals: Allow MultipleExchange Rates

Journals: Allow PostingDuring Journal Entry

Journals: DefaultCategory

Journals: Enable PriorPeriod Notification

Journals: Mix Statisticaland Monetary

Journals: OverrideReversal Method

Profile Option User

S

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Summary

In this lesson, you should have learned how to:

Describe how journal entries are positioned in theaccounting cycle

Identify the types of journal entries

Create manual journal entries

Post journal entries using various posting options

Perform account inquiries

Perform drilldowns to Oracle subledger

applications

Create reversing entries

Use ADI to create journal entries

S mmar

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Summary


Import journal entry information using theGL_INTERFACE table

Describe the setup options available to process

journal entries

Identify reports, listings and inquiry optionsavailable for journal entries

Identify the profile options necessary to process

journal entries Identify the key implementation issues regarding

journal entries and General Ledger

Summary

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Summary


Identify the key elements of Applications DesktopIntegrator (ADI)

Setup ADI security

Setup database connections

Setup the ADI toolbar, general and languageoptions

Identify ADI profile options

Perform ADI diagnostic system checks

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