period close - gdf

San Francisco September 30–October 4, 2012

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Oracle E-Business Payables R12 Experience Smoother Accounting and Period Close by Proactively

Eliminating Data Integrity Issues

Pier Fiorentino and Andrew Lumpe


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60 Minutes Well Spent!

Get Proactive: many Payables period

close challenges can be avoided

Framing the problem

Understanding the solution

Victory – enabling you to be free of many

known issues

Additional resources, Get Proactive

Q&A


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60 Minutes Well Spent! Framing The Problem


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Framing the Problem

Period closure is dependent on the ability to successfully process and

account for your transactions

R12 introduced a new accounting engine, tax engine, payment engine,

supplier data model

– significantly more flexible, and thus, complex.

– the accounting process is more sensitive to data integrity issues in the

sub ledger

Data anomalies can affect your ability to perform key functions

– validate invoices

– calculate tax

– process payments

– create accounting

– perform funds checks

– etc.


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How the problem looks from your perspective

You have run all of your month end processing, and are

now ready to close your month

Suddenly, you find there are exceptions and you can’t

close

You now log a priority SR with Oracle needing an

immediate fix (or, sweep transactions, which is not always

preferable)

When you do get it resolved, you sometimes only have

time for the data fix and no time for a code fix

Unfortunately the problem will likely recur the following

month


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The Big Opportunity

For R12 month-end related SRs 1/3 to 2/3 of the

issues were avoidable rediscoveries

– By avoiding you can see 50% improvement in average

These issues are routinely solved by

a. a known pre-packaged Data Fix

b. a known Patch

But which Data fix do I need, and more so how to know in advance ?

With so many one-off patches, which ones will help me the most ?


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60 Minutes Well Spent! Understanding The Solution


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Three Part Solution

As a Pilot evading bad weather clouds you need

aid to look ahead so you have time to react

You need a radar to see which clouds better

not to cross

An alternate route to go around the clouds

An international weather network that aids in plotting a path avoiding

any bad weather from the get go

The good news is that similar solutions exist for Payables Period

Close


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Three Part Solution

The opportunity for a smoother month-end is within your grasp.

It comprises of 3 parts:

1. Diagnostic The Master GDF Diagnostic (MGD) to locate known

issues and problem transactions proactively (your radar)

2. Pre-Packaged Data Fixes GDF’s, for quick serviceability (alt route)

3. Patch to prevent the problem from happening again, and eliminate

other recurring issues at the root (international weather network)

Together they make the most of The Big Opportunity and eliminate

many other issues beyond period-end activities


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1. Diagnostic to accurately find issues

Understanding The Solution

• The Master GDF Diagnostic (or MGD)

• Recommended Usage

• Submitting

• Use Case

• Additional Considerations


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The Master GDF Diagnostic (MGD)

What is the Master GDF Diagnostic?

A tool which incorporates the data signatures from all released GDF’s

(Generic Data Fixes) and some additional data-fixes which are not yet

released as GDF’s

– instances of these known data issues are detected on your system

– the diagnostic will point you to known solutions for issues that are detected


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Can be run as a concurrent process

– you can give access to functional users in your

organization

Incorporate this into regular business processes

– avoid last minute issues by acting on MGD

recommendations before time is scarce

– helps not only at Period-End

Can proactively scan transactions that will post in a

given period for one or more operating units


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Contains data signatures for Accounting, Invoices, Suppliers and

Payments and some EBTax data

– over 220 data signatures checked, 167 of which are from Generic Data

Fixes (GDF’s)

– constantly updated, reviewed and enhanced

CORE triaging tool: development and support will ask for its output

in almost all situations


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MGD: Recommended Usage

1. Periodically download the latest version from

Doc ID 1360390.1

– it will let you know when it is likely out of date

2. Install as a Concurrent Process

– defining the concurrent process is quick and easy

(Doc ID 1361255.1)


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MGD: Recommended Usage

3. Run weekly along with Create Accounting

– create and interface accounting transactions in

small batches throughout the month

– validate data and resolve issues as they occur

4. Avoid using the sweep process to pass problems

along when possible


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MGD: Submitting

Single Transaction Mode

The process is run for a single check, invoice, and/or supplier

Use when specific problem transactions are identified, e.g.,

– Period Close Exceptions Report

– Unaccounted Transactions Report

– Unable to clear a hold or validate an invoice

– Accounting process does not process a transaction


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MGD: Submitting


When run for a check

– data is also validated for all invoices paid by the check

When run for an invoice

– data is also validated for any prepay invoices applied to the invoice


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Concurrent Process

MGD: Submitting


Submit Via SQL*Plus or As a Concurrent Process

SQL*Plus


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MGD: Submitting

Date Range Mode

The process is run for a range of dates within a currently open

period

Use proactively to identify potential issues throughout the month

– identify and resolve data issues as they occur

– use to identify issues when the specific transaction causing a process

failure can not be identified


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MGD: Submitting

Date Range Mode

Submit Via SQL*Plus or As a Concurrent Process

Concurrent Process SQL*Plus


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MGD: Use Case

Example – Closing a Period

Trying to close period MAY-06

but it will not close due to

exceptions


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MGD: Use Case


Period Close Exception Report shows an unaccounted invoice

even though all accounting and transfer processes have been run


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MGD: Use Case


Review the output of the single transaction (run for this specific

invoice) (demo)

Apply the GDF and root cause patches identified


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MGD: Use Case


Re-run the Master GDF

Diagnostic to verify the results

(demo)

Return and validate and account

the invoice in the workbench


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MGD: Use Case


Close the period successfully


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MGD: Additional Considerations

Performance

Many complex data checks being performed

Date range functionality opens the data validation to much larger

data sets

High volume customers should restrict to small date ranges and

single operating units


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Undo Accounting

Many GDF patches will have to undo existing accounting in order

to correct the issue.

When a GDF will undo accounting you will be notified with a

message like the following in the report output


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Undo Accounting

What does undo accounting do?

– creates a duplicate of the affected accounting event with event type of

MANUAL

– associates existing journal lines with the new duplicate event

– creates an a new reversing MANUAL event which backs out the

existing journal

– flags the original accounting event for reprocessing. Once the data

associated with the original event transaction is corrected, it should

re-account correctly.


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Undo Accounting – Example

Undo for an invoice accounted in a closed period

– before undo: 1 Event with accounting header and lines in closed period

EVENT ID TRANSACTTION_DATE EVENT_TYPE_CODE

123 31-MAY-2011 INVOICE VALIDATED

EVENT_ID AE_HEADER_ID

AE_LINE_NUM ACCOUNT ACCTED_CR ACCTED_DR GL Date

123 1234 1 EXPENSE 100.00 31-MAY-2011

123 1234 2 LIABILITY 100.00 31-MAY-2011


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Undo Accounting - Example

After undo: 3 Events

EVENT ID TRANSACTTION_DATE EVENT_TYPE_CODE

123 31-MAY-2011 INVOICE VALIDATED

9875 31-JAN-2012 MANUAL

9876 31-MAY-2011 MANUAL

EVENT_ID AE_HEADER_ID AE_LINE_NUM ACCOUNT ACCTED_CR ACCTED_DR GL Date

123 123456 1 EXPENSE 125.00 31-JAN-2012

123 123456 2 LIABILITY 125.00 31-JAN-2012

9875 123455 1 EXPENSE 100.00 31-JAN-2012

9875 123455 2 LIABILITY 100.00 31-JAN-2012

9876 1234 1 EXPENSE 100.00 31-MAY-2011

9876 1234 2 LIABILITY 100.00 31-MAY-2011


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2. Data Fix to quickly recover when necessary



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Data Fix – The GDF (Generic Data Fix)

Each GDF was designed to be very robust

It is 100% supported by Oracle Development

It is a published solution: you can use it whenever you identify. No

need to confirm with Oracle, saves time.

It will not change application code and will not self-run a datafix

It will allow you to review and select which transactions to fix

It is packaged as a ‘patch’ for distribution convenience

Learn more at MOS Doc Id 874903.1

The Master GDF Diagnostic will indicate what data-fixes (GDF’s)

need to be applied, if any.


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Typical steps for applying a GDF

1. Review the GDF Note and Readme

2. Download and apply the patch with the adpatch utility – generally downtime is not required as no application code is modified

– use the options=“hotpatch”

3. Run the select script if it has not already been run by the patch

application

4. Review the resulting data, and flag items that should be processed

5. Run the fix script, while avoiding use of large AP processes to

prevent locking

6. All steps can be performed ONLINE, no downtime required


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3. Code fix to resolve it



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Recommended Patch Collection (RPC): One patch, hundreds of

key fixes

LEAN and highly tested

Compact: barely larger than a typical Invoice Workbench 1-off patch

Fixes the root cause for 80% of the GDF data integrity issues

– many GDFs you should never have to use again

Fixes many code issues affecting Month End

– and dozens more that affect AP Core

– the perfect companion to the Master GDF

Diagnostic

The R12.1 Payables Core RPC


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The R12.1 Payables Core RPC

Visit MOS Doc Id 1397581.1 for full details

There are two sibling RPCs for other functional areas

Listing of additional Root Cause patches (RCA) created after it’s cut-

off

Link to crucial PPR patches not included in RPC

A listing of key fixed issues (in addition to 80% of GDF type problems)

And more…

Coming soon: R12.0 equivalent set of individual patches


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60 Minutes Well Spent! Victory!


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MGD + GDF + RPC A Simple Formula

DATA CHECKS

+

DATA FIX

+

CODE FIX

=================

Smoother Period Close!

Get Proactive: Many

Payables Period Close

challenges can be avoided

Prevent on average 50% of

all your Period Close issues

Take these actions BEFORE

your month-end

Expect a much smoother

Period Close!


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Additional Best Practices

Period Close Advisor

Suppliers and WF RPCs

Payments PPR Recommended fixes

Upgrading Customers: Upgrade Advisor

Communities

Customer Advisory Board (CAB)

Find them all at the GET PROACTIVE portal

• Search GET PROACTIVE in MOS (or access note 432.1)

• Whitepaper and this presentation available at 1446628.1


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Are You Ready To

Get Proactive?

Avoid the unexpected

Don’t leave value on the table

Lower overall organizational costs through preventative

maintenance

Reduce risks and maximize uptime

Achieve resolution faster

Streamline and simplify your daily operations

Get even more through connection

Discover more about Get Proactive

https://support.oracle.com/CSP/main/article?cmd=show

&type=ATT&id=1385165.1:DISCOVER

ACT Get Proactive

Access proactive capabilities available for your products

by visiting the product pages at My Oracle Support;

Article ID 432.1

Contact the Get Proactive team

today for help getting started

[email protected]

mailto:[email protected]?subject=Oracle Support: Get Proactive Inquiry


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Q&A


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period close - gdf

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