Collab13 AP Smooth Pc-Final

Oracle E-Business Payables R12
Have a Smoother Period Close by Proactively

Eliminating Data Integrity Issues
Session id # 12974
Farrell Bullock and Andrew Lumpe
Safe Harbor Statement

The following is intended to outline our general product
direction. It is intended for information purposes only, and may
not be incorporated into any contract. It is not a commitment to
deliver any material, code, or functionality, and should not be
relied upon in making purchasing decisions. The development,
release, and timing of any features or functionality described for
Oracles products remains at the sole discretion of Oracle.
Copyright 2013, Oracle and/or its affiliates. All rights

reserved.
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

reserved.

Framing The Problem

reserved.
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 cant

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
6

reserved.
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, MOAC, and many other enhancements
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
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reserved.
create accounting
perform funds checks
etc.
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 ?

reserved.
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
2.
Pre-Packaged Data Fixes GDFs, for quick serviceability
3.
Patch to prevent the problem from happening again, and eliminate

other recurring issues at the root
Together they make the most of The Big Opportunity and eliminate
many other issues beyond period-end activities
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reserved.

Understanding The Solution
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1. Diagnostic to accurately find issues
11
The Master GDF Diagnostic (or MGD)

Recommended Usage
Submitting
Use Case
Additional Considerations
The Period Close Helper (or PCH)

reserved.
The Master GDF Diagnostic (MGD)

What is the Master GDF Diagnostic?
A tool which incorporates the data signatures from all released GDFs
(Generic Data Fixes) and some additional data-fixes which are not yet
released as GDFs
instances of these known data issues are detected on your system
the diagnostic will point you to known solutions for issues that are detected
12

reserved.

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 Pro-Actively scan transactions that will post in a

given period for one or more operating units
13

reserved.

Contains data signatures for Accounting, Invoices, Suppliers,
Payments, and EBTax data
over 266 data signatures checked, 207 of which are from Generic Data
Fixes (GDFs)
constantly updated, reviewed and enhanced
CORE triaging tool: development and support will ask for its output
in almost all situations
14

reserved.
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
15
defining the concurrent process is quick and easy

(Doc ID 1361255.1)

reserved.
MGD: Recommended Usage

3. Run regularly (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 the necessity of using the sweep process to

pass problems along when possible
16

reserved.
MGD: Submitting
Single Transaction (Reactive) Mode
The process is run for a single check, invoice, and/or supplier
Use when specific problem transactions are identified, e.g.,
17
Period Close Exceptions Report

Period Close Helper Diagnostic
Unaccounted Transactions Report
Unable to clear a hold or validate an invoice
Accounting process does not process a transaction

reserved.
MGD: Submitting
Single Transaction Mode
When run for a check
data is also validated for all invoices paid by the check
When run for an invoice
18
data is also validated for any prepay invoices applied to the invoice

reserved.
MGD: Submitting
Single Transaction Mode
Submit Via SQL*Plus or As a Concurrent Process
Concurrent Process
19

reserved.
SQL*Plus
MGD: Submitting
Date Range (Proactive) 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
Restrictions
20
Only dates in open periods

Only GDF signatures

reserved.
MGD: Submitting
Date Range Mode
Submit Via SQL*Plus or As a Concurrent Process

Concurrent Process
21

reserved.
SQL*Plus
MGD: Use Case
Example Closing a Period

Trying to close period Jan-07
but it will not close due to
exceptions
22

reserved.
MGD: Use Case

Period Close Exception Report shows an unaccounted invoice
even though all accounting and transfer processes have been run
23

reserved.
MGD: Use Case

Review the output of the single transaction (run for the first
invoice) (demo)
Apply the GDF and root cause patches identified
24

reserved.
MGD: Use Case

Re-run the Master GDF
Diagnostic to verify the results
(demo)
Return and validate and account
the invoice in the workbench
25

reserved.
MGD: Use Case

Close the period successfully
26

reserved.
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
27

reserved.

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
28

reserved.

Undo Accounting Example
Undo for an invoice accounted in a closed period
29
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
123
1234
EXPENSE
100.00
123
1234
LIABILITY

reserved.
ACCTED_DR
GL Date
31-MAY-2011
100.00
31-MAY-2011

Undo Accounting - Example
After undo: 3 Events
30
EVENT ID
TRANSACTTION_DATE
EVENT_TYPE_CODE
123
31-MAY-2011
INVOICE VALIDATED
9875
28-FEB-2013
MANUAL
9876
31-MAY-2011
MANUAL
EVENT_ID
AE_HEADER_ID
AE_LINE_NUM
ACCOUNT
ACCTED_CR
123
123456
EXPENSE
125.00
123
123456
LIABILITY
125.00
28-FEB-2013
9875
123455
EXPENSE
100.00
28-FEB-2013
9875
123455
LIABILITY
100.00
28-FEB-2013
9876
1234
EXPENSE
100.00
31-MAY-2011
9876
1234
LIABILITY

reserved.
ACCTED_DR
GL Date
28-FEB-2013
100.00
31-MAY-2011
The Period Close Helper (PCH)
A new diagnostic tool to assist with Period Close issues

Similar to the MGD in format and usage
Notes
Obtaining the definition script and SQL wrapper: 1489381.1
Defining as a concurrent program: 1489916.1
31

reserved.
The Period Close Helper (PCH)

Extends the Period Close Exceptions Report
Shows items that are missed by the report
Uses the same logic used in the form when you close a period
Has additional guidance based on the type of exception that is

found
Has an option to run the MGD for the period
32

reserved.
2. Data Fix to quickly recover when necessary
33

reserved.
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 find an
issue. 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 (GDFs)
need to be applied, if any.
34

reserved.
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
35

reserved.
If you must log an SR

Invoice Data Diagnostic (APList)
MGD output
Payables/Subledger Accounting/Payments RDAs
Period Close Helper Output
Accounting output and log
Any other information you may have
36

reserved.
3. Code fix to resolve it
37

reserved.
The R12.1 Payables Core RPC

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
38
and dozens more that affect AP Core

the perfect companion to the Master GDF
Diagnostic

reserved.
The R12.1 Payables Core RPC

Visit MOS Doc Id 1397581.1 for full details
There are two sibling RPCs for other functional areas
Note: 1481221.1: R12.1: Payments (IBY)

Note: 1481222.1: R12.1: Sub Ledger Accounting (SLA)
Listing of additional Root Cause patches created after its 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
RPCs released approximately every 6 months (see 1397581.1)

39

reserved.

Victory!
40

reserved.
MGD + GDF + RPC A Simple Formula

DATA CHECKS
+
DATA FIX
+
CODE FIX
=================
Smoother Period Close!
41

reserved.
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!
Additional Best Practices

Period Close Advisor : note 335.1
Suppliers and WF RPCs
Payments Termination Patch 16234039:R12.AP.B
Upgrading Customers: Upgrade Advisor

Communities
Customer Advisory Board (CAB)
Find them all at the GET PROACTIVE portal
42
Search GET PROACTIVE in MOS (or access note 432.1)

Whitepaper and this presentation available at 1446628.1

reserved.
Take Advantage of Oracle Support Best Practices

Dont 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
43

reserved.
Get Proactive Discover More

I want to
Resource
DISCOVER more about Support Best

Practices
Support Best Practices
ACT Get Proactive
Access best practices, capabilities, and tools available

for your products by visiting the Get Proactive
portfolio product pages at My Oracle Support
(Article ID 432.1)
STAY INFORMED with the Get

Proactive Blog
Get Proactive The Insider Track
CONTACT the Get Proactive team

today for help getting started
get-proactive_ww@oracle.com
44

reserved.
45

reserved.
Q&A
46

reserved.
47

reserved.
48

reserved.

Collab13 AP Smooth Pc-Final

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Oracle E-Business Payables R12

Have a Smoother Period Close by Proactively

Safe Harbor Statement

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

60 Minutes Well Spent!

Victory enabling you to be free of many

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

60 Minutes Well Spent!

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

How the problem looks from your perspective

Suddenly, you find there are exceptions and you cant

When you do get it resolved, you sometimes only have

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

Framing the Problem

Data anomalies can affect your ability to perform key functions

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

The Big Opportunity

These issues are routinely solved by

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

Three Part Solution

Diagnostic The Master GDF Diagnostic (MGD) to locate known

Pre-Packaged Data Fixes GDFs, for quick serviceability

Patch to prevent the problem from happening again, and eliminate

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

60 Minutes Well Spent!

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

Understanding The Solution

1. Diagnostic to accurately find issues

The Master GDF Diagnostic (or MGD)

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

The Master GDF Diagnostic (MGD)

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

The Master GDF Diagnostic (MGD)

Incorporate this into regular business processes

Can Pro-Actively scan transactions that will post in a

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

The Master GDF Diagnostic (MGD)

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

MGD: Recommended Usage

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

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

MGD: Recommended Usage

create and interface accounting transactions in

4. Avoid the necessity of using the sweep process to

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

Period Close Exceptions Report

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

data is also validated for all invoices paid by the check

When run for an invoice

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

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

identify and resolve data issues as they occur

Only dates in open periods

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

Submit Via SQL*Plus or As a Concurrent Process

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

MGD: Use Case

Example Closing a Period

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

MGD: Use Case

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