r12 Online Accruals Final 23jul2013

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Oracle Advisor Webcast
R12 ON LINE ACCRUALS: PRE-UPGRADE,POST-
UPGRADE,SETUP,DATAFLOW,PROCESS FLOW

Presenter :Joe Adjei and Mike Filakosky

Objectives
Review R12 pre-upgrade, upgrade and post-upgrade processes
Introduction to Online Accruals
Overview of the dataflow in the new Release 12 architecture
Comprehend processes involved with Processing Accrual Data
Know how to troubleshoot some of the common On Line Accrual
issues.
Present best practices recommended by Oracle

AGENDA
Overview
Pre-upgrade, Upgrade, PostUpgrade
Process Flow and Table Level data
Dataflow Demo of Online Accruals
Troubleshooting/Isolating Data Discrepancies
Best Practices recommended by Oracle
Documents help to understand and troubleshoot On Line
Accruals
AGENDA

Accruals
OVERVIEW
The two Accrual Methods used in Oracle are 'On Line Accrual' and 'Period End
Accrual'.
On Line Accrual also called Accrual at Time of Receipt - meaning the Accrual
Accounting is generated by the Receiving Transaction at the time of receipt.
On Line Accrual is used for accruing Inventory Destination transactions and
in a limited way Expense Destination Transactions where there is the need
to perpetually track stock movement.
Period End Accrual is the recommended method
for accruing Expense Destination Transactions.
Accounts used for On Line receipt Transactions
Note 824388.1 R12 Account Requirements For Inventory AP Accrual Reconciliation
It is imperative that each of the following Accounts used in Accrual reconciliation process must be separate.
INVENTORY AP ACCRUAL ACCOUNT
Navigation: Inventory Responsibility Setup/Organization/Parameters/Other Accounts
All Default INV AP Accrual Accounts and new Accrual Accounts must be added to Setup Accrual Accounts Form before
they can be used by R12 Load and Accrual Reports
EXPENSE ACCRUAL ACCOUNT
Navigation: Purchasing Responsibility Setup/Organization/Purchasing Options/Receipt Accounting
All Default Exp AP Accrual Accounts and new Accrual Accounts must be added to Setup Accrual Accounts Form before
they can be used by R12 Load and Accrual Reports
RECEIVING ACCOUNT
Navigate to: Purchasing Responsibility: Setup Organization/Receiving Options/Select the Organization/Receiving Inventory
Account
INVOICE PRICE VARIANCE
Navigate to: Inventory Responsibility Setup/Organization/Parameters/Other Accounts

Receiving Account is the same as Accrual A/C-Issues
#1 Critical Setup The Receiving Inventory Account is same as Inventory AP Accrual Account
This results in the following:
DR (Receiving Inventory Account ) which is the same as AP Accrual
CR AP Accrual

0 accounting is created because they cancel each other out.

Solution :
Immediately correct the Receiving and Clearing accounts setup in receiving parameter page.
Write off these AP balance and Inventory balance

Miscellaneous Accrual Reconciliation Report Contains AP Intercompany Transactions (Doc ID 1335776.1)

AGENDA
Overview

Accruals
PRE-UPGRADE-Write Off INVOICE TRANSACTINS AND
DUPLICATE WRITE OFFS
Written Off Invoice Transactions appear in Accrual
Reconciliation Report 1496378.1

1. Run this identification script prior to upgrade.
2. If the identification script returns records then open
a Service Request with product support to request
a datafix
.
SELECT
pawo.write_off_id,pawo.write_off_code,
pawo.invoice_id,pawo.invoice_line_num,
part.invoice_id,part.invoice_line_num,

part.line_match_order,pawo.line_match_order
FROM po_accrual_write_offs_all pawo,
po_accrual_reconcile_temp_all part
WHERE part.invoice_id = pawo.invoice_id
AND part.invoice_line_num =
pawo.invoice_line_num
AND part.line_match_order IS NOT NULL
AND pawo.line_match_order IS NULL
AND part.org_id = pawo.org_id
AND part.accrual_account_id =
pawo.accrual_account_id
AND part.org_id = &Operating_unit_id;
PRE-UPGRADE-DUPLICATE WRITE OFFS
Duplicate Write Off Transactions Exist in the PO_ACCRUAL_WRITE_OFFS_ALL Table 1481224.1
1. Run the below identification script.
SELECT po_distribution_id,
Decode(transaction_source_code,'PO',po_transaction_id, 'AP',invoice_id, 'INV',inv_transaction_id,-99)
invoice_id_po_trx_id,
Decode(transaction_source_code, 'AP', invoice_line_num, 1)invoice_num,
transaction_amount, transaction_quantity, transaction_source_code, org_id,
sum(decode(write_off_code, 'WRITE OFF', 1, 0)) write_off_cnt,
sum(decode(write_off_code, 'REVERSE WRITE OFF', 1, 0))rev_write_off_cnt, Count(1) diff
FROM po_accrual_Write_offs_all w
WHERE org_id =&Operating_unit_id
GROUP BY po_distribution_id,
Decode(po_transaction_id, NULL, invoice_id, po_transaction_id),
Decode(transaction_source_code,'PO',po_transaction_id, 'AP',invoice_id, 'INV',inv_transaction_id,-99),
Decode(transaction_source_code, 'AP', invoice_line_num, 1),
transaction_amount, transaction_quantity, transaction_source_code, org_id
HAVING ABS(sum(decode(write_off_code, 'WRITE OFF', 1, 0)) - sum(decode(write_off_code, 'REVERSE
WRITE OFF', 1, 0)))>1;
2. If the above identification script returns records then open a Service Request with product support to
request a datafix. Prior to upgrade

UPGRADE DATA
Recommendation from Oracle Costing Dev:Full Historical Upgrade Data of Receiving and
Invoice required to be able to reconcile post upgrade and pre-upgrade Reconciliation
Reports and GL
When doing an Upgrade it is recommended that companies should carefully evaluate their
business requirements with regards to historical data before deciding how far back to keep
detailed accounting information. Release 12 SLA Upgrade will upgrade the transactions in
the accounting periods specified. (Only upgrades 6 months)

For further information Review the following Notes:
Document ID:429105.1 Impact of R12 Design in PO Accounting
Document ID:399362.1 Oracle Applications Release 12 Upgrade Sizing and Best Practices to evaluate
the potential growth of your SLA tables
Document ID:604893.1 R12 FAQ for the SLA Upgrade: SLA Pre-Upgrade,Post-Upgrade,and Hot Patch

Post Upgrade Scripts:
Validate Receiving and Invoice Upgrade
Post upgrade Receiving script
Run the following query to check if all the receipt accounting were successfully upgraded to R12. This
query should return 0 count.

SELECT rrsl.period_name,
Count(1)
FROM rcv_receiving_sub_ledger rrsl,
rcv_transactions rt,
org_organization_definitions ood
WHERE rt.organization_id = ood.organization_id(+)
AND ood.operating_unit = &&OU_ID
AND rt.transaction_id = rrsl.rcv_transaction_id
AND rrsl.actual_flag = 'A'
AND rrsl.code_combination_id = &accrual_account_id
AND NOT EXISTS (SELECT 1 FROM xla_distribution_links
WHERE application_id = 707
AND SOURCE_DISTRIBUTION_TYPE ='RCV_RECEIVING_SUB_LEDGER'
AND source_distribution_id_num_1 = rrsl.rcv_sub_ledger_id)
GROUP BY rrsl.period_name, code_combination_id;
Post Upgrade Scripts:
Validation of invoice upgrade
Following script is from AP Development will help identify AP Invoices Missing Upgrade

SELECT /*+ parallel */
COUNT( DISTINCT ai.invoice_id )
FROM ap_invoices_all ai
, ap_invoice_distributions_all aid
WHERE ai.historical_flag = 'Y'
AND aid.invoice_id = ai.invoice_id
AND aid.historical_flag = 'Y'
AND NOT EXISTS
(SELECT 1
FROM xla_distribution_links xdl
WHERE xdl.source_distribution_id_num_1 = aid.invoice_distribution_id
AND xdl.source_distribution_type = 'AP_INV_DIST'
AND xdl.application_id = 200);
Post Upgrade Scripts Validation of invoice
upgrade
Count of invoices which are incorrectly upgraded provided by AP team

SELECT /*+ parallel */
count(distinct aid.invoice_distribution_id ),
count(distinct aid.invoice_id)
FROM ap_invoice_distributions_all aid
, xla_distribution_links xdl
, xla_events xe
WHERE xdl.source_distribution_id_num_1 = aid.invoice_distribution_id
AND xdl.source_distribution_type = 'AP_INV_DIST'
AND xdl.application_id = 200
AND( aid.amount <> NVL( xdl.unrounded_entered_cr, xdl.unrounded_entered_dr )
OR NVL( aid.base_amount, aid.amount ) <> NVL( xdl.unrounded_accounted_cr, xdl.unrounded_accounted_dr ) )
AND aid.historical_flag = 'Y'
AND aid.accounting_event_id = xe.event_id
AND xe.application_id = 200
AND xe.upg_batch_id > 0;
POST UPGRADE Concurrent program
Cost Management Development suggests for post upgrade
data use New concurrent program from Document ID:980112.1

The concurrent program can be used to post upgrade missing
Inventory/Payables/Receiving data

AGENDA
Overview

Accruals
11i Receipt Accounting
R12 Introduction of SLA Architecture
R12 Inventory transaction Flow
On Line Accruals Flow Encumbrance Environment
R12 Expense Destination Accrue On Receipt
Create Accounting - Receiving
SLA TO GL
Comparison R12 and R11 Reconciliation Reports
R12 reconciliation Process
Load Program and Reconciliation Reports
AGENDA
Overview

Accruals
Demonstration Data Flow (Inventory)
Receiving Inventory Account has been setup in the Receiving Options
for the corresponding Ship To Inventory Organization used on the PO.
Purchasing Setup/Organizations/Receiving Options
AP Accrual Account entered on the Inventory Organization Parameters.
Inventory Setup/Organizations/Parameters Other Accounts
Accrual Accounts have been selected for use in the Accrual Reconciliation Process.
Purchasing Accounting/Accrual Write Offs/Select Accrual Accounts
Purchase Order is created and approved having a destination of inventory
Accrue at time of receipt. Accrual Account is pulled from the corresponding ship
to inventory organization parameters.
10 were Ordered and there is a non-recoverable tax of $.86 whereas a quantity of
5 was received which leaves $.43 non-recoverable tax which is part of the accrual.
Partial Receipt is conducted for quantity of 5. Direct Delivery is used
resulting in both the receive and deliver being completed.
Records are inserted into the RCV_RECEIVING_SUB_LEDGER table.
Entry is present for the Credit - AP Accrual Account from the Inv Org Parameters
Entry is present for the Debit - Receiving Inventory Account from the Receiving Options
At this point no data has been created in the subledger accounting tables.
Ex.. XLA_AE_HEADERS, XLA_AE_LINES, etc
Quantity of 5 Received at 1$ = $5 then tax at $.86 (for 10) or $.43 (for 5) = $5.43
Using Cost Management SLA Create Accounting is engaged for the Process Category of Receiving.
RCV_RECEIVING_SUB_LEDGER entries will be used to generate SLA data in the XLA_ tables
Newly created XLA_ data may be considered for Transfer to GL based on Create Accounting Params
Multiple requests are spawned from the Create Accounting process
Accounting Program creates the Subledger Accounting Data entries (XLA)
Journal Import processes SLA Data entries to the General Ledger
Utilizing the above sql data is confirmed in the XLA based tables.
GL_TRANSFER_STATUS_CODE = Y These data are moved to the GL
ACCOUNTING_STATUS_CODE = F Accounting Status Code is Final
ACCOUNTING_STATUS_CODE is important for determining why data may have not been
transferred to the General Ledger
Entity is seen as RCV_RECEIVING_SUB_LEDGER
xla_ae_headers.accounting_entry_status_code
I Invalid
R - Related Entity in Error
N Incomplete
D - Draft mode
F - Final mode
xla_ae_headers.gl_transfer_status_code
Y - Entries have been successfully transferred to GL
N - Entries are not transferred to GL
NT - Entries are not eligible to be transferred to GL
Using Cost Management SLA Create Accounting is engaged for the process category
of Inventory. This ensures that second portion of the receipt the Delivery is also
moved into the SLA and onto GL.
SQL can be used to confirm the transactions were created in the SLA.
The Debit reversal against the Receiving Inventory account is completed
Note the source distribution type is MTL_TRANSACTION_ACCOUNTS
GL_TRANSFER_STATUS_CODE is Y
Cost Management SLA /Inquiry/Accounting Events
Used to view the Subledger Accounting Data from the Application
Demonstration: Data Flow (Inventory)
Inv Valuation - Material
01-000-1410-0000-000
Organization Parameters
Receiving Inventory
01-210-1620-0000-000
Receiving Options
Inventory AP Accrual
01-000-2210-0000-000
Liability
01-000-2210-0000-000

Debit

Credit

Debit

Credit

Debit

Credit
Receive RCV_RECEIVING_SUB_LEDGER
Moved to SLA using Create Accounting - Receiving
Deliver MTL_TRANSACTION_ACCOUNTS
Moved to SLA using Create Accounting - Inventory
Match AP_INVOICE_DISTRIBUTIONS_ALL
Moved to SLA using Create Accounting - Payables
Demonstration Data Flow (Expense)
Purchase Order Expense Destination Accruing at time of receipt.
Records inserted into RCV_RECEIVING_SUB_LEDGER at time of Receipt
Entries created for both Receive and Deliver (4 entries)
Previously with Inventory only Receive was created (2 entries)
Deliver was done by Inventory MTL_TRANSACTION_ACCOUNTS

This differs from Period End as with Period End the entries are not created until
running the Receipt Accrual Period End concurrent process
Create Accounting with process category of Receiving is submitted
Results in data entries created in the Subledger Accounting XLA tables
The Subledger Accounting may be moved to the General Ledger if GL Transfer is Yes
Note: Create Accounting Inventory is not necessary as was with Inventory - as no records were created
in the MTL inventory tables.
SQL can be used to confirm the transactions were created.
Note that all four entries were created in the Subledger
Only Create Accounting Receiving is required
Cost Management SLA /Inquiry/Accounting Events
Used to view the Subledger Accounting Data from the Application
Demonstration: Data Flow (Expense)
Charge Account
01-000-2200-0000-000
Receiving Inventory
01-210-1620-0000-000
Receiving Options
AP Expense Accrual
01-000-2220-0000-000
Purchasing Options
Liability
01-000-2210-0000-000

Debit

Credit

Debit

Credit

Debit

Credit
Receive RCV_RECEIVING_SUB_LEDGER
Deliver RCV_RECEIVING_SUB_LEDGER
Match AP_INVOICE_DISTRIBUTIONS_ALL
Moved to SLA using Create Accounting - Payables
Accrual Reconciliation
The Accrual Reconciliation Load Run is used to populate the following key tables:
CST_RECONCILIATION_BUILD, CST_AP_PO_RECONCILIATION,
CST_RECONCILIATION_SUMMARY, CST_MISC_RECONCILIATION
This data is then used by the various reconciliation reports
NOTE: The Date To should always be the final date of the Month-Period being reconciled.
Accrual Reconcilation
The Accrual Reconciliation Summary Report offers a very high level view of the accrual amounts
for the given accounts. More in depth details are then found in the AP and PO Reconciliation
Report and the Miscellaneous Accrual Reconciliation Report.
The AP and PO Reconciliation Report is recommended for more detailed Analysis of the various
accruals which have taken place. Above is purchase order received not yet invoiced
Example - Purchase Orders Billed but not yet received.
Pricing Differences in this case quantity billed is .01 less than the Purchasing Amount.
Release 11 offered parameters for tolerances however these are not available
in Release 12.
AGENDA
Overview

Accruals
Accrual Reconciliation - GL
Product Transaction Entity
Purchasing Receive RCV_RECEIVING_SUB_LEDGER
Inventory Deliver MTL_TRANSACTION_ACCOUNTS
Inventory Shop Floor WIP_TRANSACTION_ACCOUNTS
Review Data in core table Ex. RCV_RECEIVING_SUB_LEDGER
Compare Transaction Data to data residing in the SLA tables
Compare SLA data to what is present in GL

Focus on issues which may be present.
Create Accounting did not create entries in the SLA?
Entries exist in SLA but GL_TRANSFER_STATUS is N? Why?
Why were some transactions not transferred.

Locate the LEDGER_ID and CODE_COMBINATION_ID values for
The Ledger and Accrual Accounts which are having the discrepancy

Confirm the current data picture for the RCV_RECEIVING_SUB_LEDGER
Confirm the data is equal between RCV_RECEIVING_SUB_LEDGER
And the XLA Subledger Accounting tables. The amounts are
Matching in the first two columns.
Confirm the data has been processed from RCV_RECEIVING_SUB_LEDGER Into the Subledger Accounting
tables XLA. This script would show data that is Present in the RCV_RECEIVING_SUB_LEDGER tables but
is not yet existing in SLA XLA schema. This would mean Create Accounting is not picking up the data.
Review the XLA data to confirm if the records were moved to the GL
Focus on the GL_TRANSFER_STATUS_CODE and also the
ACCOUNTING_ENTRY_STATUS_CODE
If certain records are not moved to the GL investigate further to
to find out as to why they were not moved to the GL
Consider running the Transfer Journal Entries to GL in Cost Management view the
Journal Import concurrent output to see if discrepancies are noted
Review the data which exists in the GL for the Accrual Account/Period in question
The amount here should be matching up to the SLA data where the XLA data is having
The GL_TRANSFER_STATUS as Y.
The following sql can be used to review if there are any manual GL entries
created. These can impact the reconciliation balances.
If the XLA data has been transferred the GL_TRANSFER_STATUS is Y the
following script can be used to confirm that the entry does in fact exist in the GL.
Example GL not being transferred
Transfer to General Ledger Receiving Cost Management SLA
Always Review the Journal Import concurrent request log/output
Accrual Reconciliation Write Off
Earlier was an example Billed but not yet Received this will now be written off.
Write Offs are written into CST_WRITE_OFF and CST_WRITE_OFF_DETAILS
Create Accounting Cost Management should be run to process the data into the SLA this is done from
the Cost Management SLA Responsibiltiy
Accrual Reconciliation Write Off
Upon running the Create Accounting in Cost Management, the XLA data is
created and potentially transferred to the GL (If GL Transfer Option is Yes)
It is imperative to again run the Accrual Reconciliation Load Run in order for the
new data to be reflected in the AP and PO Reconciliation Report
Special Attention is recommended on the To Date parameter in the Load Run
Accrual Reconciliation - Performance
Performance setbacks have been noted in two major areas:
Create Accounting Receiving Actions in the following note are recommended
Note 1552592.1 Create Accounting Receiving Is Too Slow
- This note covers recommended patches and also maintenance steps

Accrual Reconciliation Load Run Actions in the following note are recommended
Note 1490578.1 Accrual Reconciliation Load Run Has Slow Performance
- This note covers recommended patches and other maintenance steps

AGENDA
Overview

Accruals
Best Practices Recommended by oracle
It is highly encouraged that the reconciliation process is completed and all discrepancies are
Analyzed prior to engaging the Load Program for the next period.
When giving the date parameters for the Accrual Reconciliation Load program it is suggested that the To
Date should be the last day of the period that is being reconciled. This is recommended as the AP and PO
Reconciliation Report does not have date parameters therefore its imperative the data is managed via the
Load program.
It has been commonly found that installing the latest patches for Inventory Accruals can resolve many
issues. Therefore we would recommend making sure you have the latest fixes installed and tested before
spending effort analyzing an issue in depth. From Release 12 onwards, standard patches will be released as
part of Release Packs (RUP) only. As such, check the following note for details on the latest RUP patch
released .. For the latest Release 12 Update Packs (RUP) please refer to Note 222339.1
Prior to upgrade Oracle recommends latest patches be in place in the instance upgraded from and instance
upgraded to. Reconciliation should be attempted in the From Instance and any discrepancies between GL
and Reconciliation Reports be noted. Release 11 latest patches are located in Note 427771.1.
AGENDA
Overview

Documentation
Master Note For Oracle EBS Procurement Suite - Encumbrance And Accrual Accounting [ID 1138043.1]
Document ID:429105.1 Impact of R12 Design in PO Accounting
Document ID:399362.1 Oracle Applications Release 12 Upgrade Sizing and Best Practices to evaluate the potential growth of
your SLA tables
Document ID:604893.1 R12 FAQ for the SLA Upgrade: SLA Pre-Upgrade,Post-Upgrade,and Hot Patch
For the latest Release 12 Update Packs (RUP) please refer to Note 222339.1
Document ID:579836.1 Create Accounting Process
Document ID:824388.1 - R12 Account Requirements For Inventory Accrual Reconciliation
Document ID:1113712.1 - R12 FAQ Accounting for On Line and Period End Accruals
Document ID:1107953.1 - R12 Accrual Balance Mismatch Between Accrual Reconciliation Report and GL Troubleshooting
Document ID:1117353.1 - Discrepancies with Accrual Reconciliation Report Troubleshooting
Document ID:1126025.1 - R12: Discrepancies With Accrual Reconciliation Report For Consigned Items Troubleshooting.
FAQ R12 Essentials Of Accrual Accounting [ID 827125.1]
Notes/Articles to Considered:
R12 How To Diagnose Issues with Period End Accruals [ID 603971.1]
Impact of R12 Design in Procure To Pay Accounting Flow [ID 429105.1]
R12 FAQ: Accrual Accounting - On Line Accruals and Period End Accruals [ID 1113712.1]
R12 Account Requirements For Inventory Accrual Reconciliation [ID 824388.1]
R12: Discrepancies With Period End Accruals - Troubleshooting [ID 1279848.1]
R12 Receipt Accrual Period end process - Duplicate accrual reversal entries created [ID 873399.1]
List Of Code Fixes - Uninvoiced Receipts Report (URR) & Receipt Accrual Period End Process [ID
1145884.1]
Summary
Overview Online Accruals
Upgrade, Pre-Upgrade Considerations
Table Level Data Flow
Demonstration Data Flow
Troubleshooting Accruals
Recommended Best Practices
Available notes and resources
What we covered today
Top Articles and Community Links
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Pre-upgrade, Upgrade, PostUpgrade

Process Flow and Table Level data

Dataflow Demo of Online Accruals

Troubleshooting/Isolating Data Discrepancies

Best Practices recommended by Oracle

Documents help to understand and troubleshoot On Line

Copyright 2013, Oracle and/or its affiliates. All rights reserved. 78

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