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R12: P2P Accounting & Troubleshooting Notes - by Dinesh Kumar S

Accounting Entries
Payables (AP)
(Oracle Document Reference)

R12: P2P Accounting & Troubleshooting Notes - by Dinesh Kumar S

Types of Accounts
Account
Type
Liability

Prepayment

Bill Payable

Description

Accounting statement which tracks how much a person or business owes


a creditor.
A common example of a liability is accounts payable. Accounts payable
arise when a company purchases goods or services on credit from a
supplier. When the company pays the supplier, the company's accounts
payable is reduced.
A prepayment is a type of invoice you enter to pay an advance payment
for to a supplier or employee. This account captures this payment
information.
For example, you may need to pay a deposit on a lease, or you may need
to pay an employee an advance for travel expenses. You can later apply
the prepayment to one or more invoices or expense reports you receive
from the supplier or employee to offset the amount paid to them.
Types of Prepayment:
o Temporary
o Permanent
Temporary:
- Temporary prepayments can be applied to invoices or expense reports
you receive.
- For example, you use a Temporary prepayment to pay a hotel a catering
deposit. When the hotel's invoice arrives, apply the prepayment to the
invoice to reduce the amount you pay.
Permanent:
- Permanent prepayments cannot be applied to invoices.
- For example, you use a Permanent prepayment to pay a lease deposit for
which you do not expect to be invoiced.

You can use Bills Payable to control the timing of your payments and,
therefore, control your cash flow.
A bill payable, formerly known as a future dated payment, instructs your
bank to disburse funds to your supplier's bank on a specific date known
as the maturity date.
Other commonly used terms for this type of payment are notes payable
or promissory notes.

R12: P2P Accounting & Troubleshooting Notes - by Dinesh Kumar S

Account Type
Discount Taken

Description

PO Rate Variance
Gain/Loss

Expense Clearing

Miscellaneous

Retainage

Realized
Gain/Loss

Payables use this account to record the discounts you take on


payments.
Use the Discounts Taken and Lost report to identify payments for
which you could have taken a discount, but did not.
If you find that you are losing discounts, you can change your system
and supplier defaults and modify your payment batch selection
criteria to make sure that you take all valid discounts.
Payables use these accounts to record the exchange rate variance
gains/losses between your purchase order and invoice.
Payables calculate these amounts during Approval.
You can view the distribution amount for these variances in the
Distribution Inquiry window.
This will be a default liability account for iExpenses expenses reports
imported into Oracle Payables.
The Expense Clearing Account field is also available in the Card
Program window. If you define the Expense Clearing Account field in
the Card Program window, the value you define there will take
precedence over the value in the Oracle Payables Financial Options
window.
Enter a Miscellaneous account if you want to use a specific account
for miscellaneous charges.
If you leave this value blank, then miscellaneous amounts are
prorated across the Item lines and charged to the Item line accounts.
Retainage represents funds withheld from payment to ensure that
the contractor finishes work as agreed.
The buying organization releases these funds only after verifying
that the contractor has fulfilled all contractual obligations.
Retainage is also called "retention" or "contractual withholds".
With Oracle's Complex Work feature, contract administrator can
negotiate retainage terms with the contractor and capture these as
part of the contract. These terms include Retainage Rate and
Maximum Retainage Amount.
When you pay a foreign currency invoice, if the exchange rate
changes between invoice entry and payment, Payables automatically
calculates the realized gain or loss and records it in this account.
If you reconcile your payments, Payables also records a realized gain
or loss if there is a difference in the exchange rate between the
payment date and reconciliation date.

R12: P2P Accounting & Troubleshooting Notes - by Dinesh Kumar S

Account Type
Rounding

Description

Freight

Cash Clearing

Cash

Bank Charges

Bank Error

Payables use this account when you use multiple currencies and the
payment currency does not round within the payment currency precision.
For example, if a payment rounds to 100.001 UKS, the payment will be for
100.00 UKS, and the rounding error of .001 will be recorded in this
account.
If you enable the Automatically Create Freight Distribution Payables
option, you must enter a freight account.
Payables use this account as the default freight account for an invoice. You
can override this account during invoice entry.
The cash clearing account you associate with a payment document.
You use this account if you integrate Oracle Payables with Oracle Cash
Management, or if you generate future dated payment documents.
Oracle Payables credits this account instead of your Asset (Cash) account
and debits your Liability account when you post uncleared payments.
Oracle Payables debits this account and credits your Asset (Cash) account
once you clear your payments in Oracle Cash Management.
You must enable the Allow Reconciliation Accounting Payables option to
be able to enter a cash clearing account for a bank account and payment
document.
Cash Management enables you to reconcile payments you created in
Oracle Payables against your bank statements.
You can use Cash Management to: Automatically account for the delay in
bank clearing of payments by crediting a cash clearing account when you
issue a payment, and clear the balance with a cash account when you
reconcile the payment.
If you have enabled the Allow Reconciliation Accounting Payables option
and you are using Oracle Cash Management to reconcile your payments,
enter the bank charges account you are associating with a bank account.
When you reconcile your invoice payments using Oracle Cash
Management, Payables creates accounting entries to record your bank
charges using this account.
The account you enter here defaults to the Bank Charges account field in
the GL Accounts region of the Payment Documents window.
If you have enabled the Allow Reconciliation Accounting Payables option
and you are using Oracle Cash Management to reconcile your payments,
enter the bank errors account you are associating with a bank account.
When you reconcile your invoice payment using Oracle Cash
Management, Payables creates accounting entries to record any bank
errors using this account. The account you enter here defaults to the Bank
Errors account field in the GL Accounts region of the Payment Documents
window.

R12: P2P Accounting & Troubleshooting Notes - by Dinesh Kumar S

Accounting Setups & Controls


Accounting Setups: Payables Accounts are setup & controlled at,
Sno.
1.
2.
3.
4.
5.
6.
7.

Setups
Financial Options
Payable Options
Supplier Site
Bank Accounts
Withholding Tax
Invoice
ebusinss-Tax

Accounting Derivation Hierarchy:


Since accounts are defined @ multiple levels, the below hierarchy is used to derive the same.

R12: P2P Accounting & Troubleshooting Notes - by Dinesh Kumar S

For some accounts the accounting details will be defaulted from Payables Organization Level
setups i.e. how the account should behave or which method should follow they are,
Default Account
Sno.
1.
2.
3.
4.
5.

Prepayment
Bills Payable
Discount
Interest
Withholding Tax

Setup Level

Payables Option Accounting


Options (tab)
Payables Option Withholding (tab)

Types of Accounts & Setup levels:


Account Type
Liability
Prepayment
Bills Payable
Discount
Taken
PO Rate
variance Gain
/ Loss
Expense
Clearing
Miscellaneous
Retainage
Realized
Gain / Loss
Rounding
Fright
Tax
Difference
Internet
Expense &
Internet
Liability
Cash & Cash
Clearing
Bank Charges
& Bank Errors

Financial
Options

Payables
Options

Supplier
Site

Bank
Withholding
Accounts
Tax

Invoice

eBizTax

R12: P2P Accounting & Troubleshooting Notes - by Dinesh Kumar S

Accounts & Its Qualifiers:

Account Type

Segment Qualifier

Liability
Prepayment
Bills Payable
Discount Taken
PO Rate variance Gain
PO Rate variance Loss
Expense Clearing
Miscellaneous
Retainage
Realized Gain
Realized Loss
Rounding
Fright
Tax Difference
Internet Expense
Internet Liability
Cash
Cash Clearing
Bank Charges
Bank Errors

Liability
Asset
Liability
Expense
Revenue
Expense
Expense
Expense
Liability
Revenue
Expense
Expense
Expense
Liability
Expense
Liability
Asset
Asset
Expense
Expense

R12: P2P Accounting & Troubleshooting Notes - by Dinesh Kumar S

Setups Details:

Financial Options:

R12: P2P Accounting & Troubleshooting Notes - by Dinesh Kumar S

Payables Option:

Accounting Option:

R12: P2P Accounting & Troubleshooting Notes - by Dinesh Kumar S

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Currency:

R12: P2P Accounting & Troubleshooting Notes - by Dinesh Kumar S

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Invoice:

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Interest:

Supplier Site:

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Bank Account:

Withholding Tax:

R12: P2P Accounting & Troubleshooting Notes - by Dinesh Kumar S

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Identifying Accounting Events in


Payables

Predefined Event Entities:

Application
Oracle Payables
Oracle Payables

Entity Name
AP Invoices
AP Payments

Description
Invoices
Payments

Gapless Event Processing


No
No

Event Classes:

Entity
AP Invoices
AP Invoices
AP Invoices
AP Invoices
AP Invoices
AP Invoices
AP Invoices
AP Invoices
AP Invoices
AP Invoices
AP Invoices
AP Payments
AP Payments
AP Payments
AP Payments

Event Class Name


Credit Memos
Debit Memos
Expense Reports
Invoices
Invoice_Burden
Prepayment Applications
Prepayment Invoices
Prepayments
Prepayment_Burden
Prepay_Application_Burden
Standard Invoices
Future Dated Payments
Payments
Reconciled Payments
Refunds

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Process Categories:
Below are the payables predefined process categories.

Process Categories
Invoice
Payments
Third Party Merge

Accounting Event Class Options:


For the below even classes accounting entries will be created.
Event Class

Process
Category

Default Journal
Category

Balance Type

Burden for Invoices


Burden for Prepayment
Applications
Burden for Prepayments
Credit Memos

Invoices
Invoices

Purchase Invoices
Purchase Invoices

Encumbrance
Encumbrance

Invoices
Invoices

Purchase Invoices
Purchase Invoices

Debit Memos

Invoices

Purchase Invoices

Invoices

Invoices

Purchase Invoices

Prepayment Applications

Invoices

Purchase Invoices

Prepayments

Invoices

Purchase Invoices

Future Dated Payments


Payments

Payments
Payments

Payments
Payments

Reconciled Payments

Payments

Reconciled Payments

Refunds

Payments

Payments

Encumbrance
Actual and
Encumbrance
Actual and
Encumbrance
Actual and
Encumbrance
Actual and
Encumbrance
Actual and
Encumbrance
Actual
Actual and
Encumbrance
Actual and
Encumbrance
Actual and
Encumbrance

Actual balance is the actual balance available in the account.


Encumbrance is the fund reserved for pre-expenditures such as purchase requisition etc.
(which has not reflected in the actual balance yet).
R12: P2P Accounting & Troubleshooting Notes - by Dinesh Kumar S

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Payables Accounting Definitions


First lets u dersta d types of Accounting Methods and its usage.
There are two different types of accounting methods,

Sno. Principal Accounting Method


1.
Cash Basis
2.
Accrual

Cash basis Accounting


- Cash-based accounting recognizes
income when money is received.
- An expense is recognized when it's
paid.

Accrual Accounting
- Accrual-based accounting recognizes
income when goods are shipped or
services are rendered.
- An expense is recognized when the
business is obligated to pay it.

Example 1:
Your computer installation business finishes a job in November, and doesn't get paid until three
months later in January.
o Under the cash method, you would record the payment in January.
o Under the accrual method, you would record the income in your November books.

Example 2:
You purchase a new laser printer on credit in May and pay $1,000 for it in July, two months
later.
o Using the cash method, you would record a $1,000 payment for the month of July, the
month when the money is actually paid.
o Under the accrual method, you would record the $1,000 payment in May, when you
take the laser printer and become obligated to pay for it.

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Advantages and disadvantages of the accrual method:

- While the accrual method shows the ebb and flow of business income and debts more
accurately, it may leave you in the dark as to what cash reserves are available, which
could result in a serious cash flow problem.
- For instance, your income ledger may show thousands of dollars in sales, while in reality
your bank account is empty because your customers haven't paid you yet.

Advantages and disadvantages of the cash method:

- Though the cash method provides a more accurate picture of how much actual cash
your business has, it may offer a misleading picture of longer-term profitability.
- Under the cash method, for instance, your books may show one month to be
spectacularly profitable, when actually sales have been slow and, by coincidence, a lot
of credit customers paid their bills in that month.

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Subledger Accounting Components:

There are 5 major components involved,

O e of the ajor o po e ts is Subledger Accounting Method (SLAM . This is othi g ut


the Principal Accounting Methods we discussed above.

Five Subledger Accounting Methods are seeded in the Application.


Application Accounting Definitions
Encumbrance Accrual
Encumbrance Cash
Accrual Basis
Cash Basis

Subledger Accounting Methods


Accrual with Encumbrance Accounting
Cash with Encumbrance Accounting
Standard Accrual
Standard Cash

When we want budgetary control to be associated with accounting method choose


Encumbrance Accounting .

R12: P2P Accounting & Troubleshooting Notes - by Dinesh Kumar S

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Subledger Accounting Method (and) Create Accounting:

Accrual Basis:
Event Class
Assignments
Credit Memos
Debit Memos
Future Dated
Payments
Invoices
Payments
Prepayment
Applications
Prepayments
Reconciled Payments
Refunds

Event Type
Assignments
All
All
All

Create
Accounting
Yes
Yes
Yes

All
All
All

Yes
Yes
Yes

All
All

Yes
Yes

All

Yes

Journal Line Definition


Assignments
Accrual, Credit Memos All
Accrual, Debit Memos All
Accrual, Future Dated
Payments All
Accrual, Invoices All
Accrual, Payments All
Accrual, Prepayment
Applications All
Accrual, Prepayments All
Accrual, Reconciled Payments
All
Accrual, Refunds All

Cash Basis:
Event Class
Assignments
Credit Memos
Debit Memos
Future Dated
Payments
Invoices
Payments
Prepayment
Applications
Prepayments
Reconciled Payments
Refunds

Event Type
Assignments
All
All
All

Create
Accounting
No
No
Yes

All
All
All

No
Yes
Yes

All
All
All

No
Yes
Yes

Journal Line Definition


Assignments

Cash, Future Dated Payments


All
Cash, Payments All
Cash, Prepayment Applications
All
Cash, Reconciled Payments All
Cash, Refunds All

R12: P2P Accounting & Troubleshooting Notes - by Dinesh Kumar S

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Lets see hat happe s he budgetary control i.e. with Encumbrance Accounting is enabled.

Accrual with Encumbrance:

Event Class
Assignments
Burden for Invoices

Event Type
Create
Journal Line Definition Assignments
Assignments Accounting
All
Yes
Invoice Burden and Project Encumbrance
ALL
Burden for Prepayment
All
Yes
Prepayment Application Burden and
Applications
Project Encumbrance ALL
Burden for
All
Yes
Prepayment Burden and Project
Prepayments
Encumbrance ALL
Credit Memos
All
Yes
Accrual, Credit Memos All; Encumbrance
Credit Memos All; Encumbrance Reversal
for Credit Memo
Debit Memos
All
Yes
Accrual, Debit Memos All; Encumbrance
Debit Memos All; Encumbrance Reversal
for Debit Memos
Future Dated Payments
All
Yes
Accrual, Future Dated Payments All
Invoices
All
Yes
Accrual, Invoices All; Encumbrance for
Invoices; Encumbrance Reversal for
Invoices
Payments
All
Yes
Accrual, Payments All
Prepayment
All
Yes
Accrual, Prepayment Applications All;
Applications
Encumbrance Reversal for Prepayment
Applications; Encumbrance Prepayment
Applications
Prepayments
All
Yes
Accrual, Prepayments All; Encumbrance
for Prepayments All; Encumbrance
Reversal for Prepayments
Reconciled Payments
All
Yes
Accrual, Reconciled Payments All
Refunds
All
Yes
Accrual, Refunds All

R12: P2P Accounting & Troubleshooting Notes - by Dinesh Kumar S

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Cash Basis with Encumbrance:

Event Class
Assignments
Burden for Invoices

Event Type
Assignments
All

Burden for
Prepayment
Applications
Burden for
Prepayments
Credit Memos
Debit Memos
Future Dated
Payments
Invoices
Payments

All

Create
Journal Line Definition Assignments
Accounting
Yes
Invoice Burden and Project
Encumbrance ALL
Yes
Prepayment Application Burden and
Project Encumbrance ALL

All

Yes

All
All
All

Yes
Yes
Yes

All
All

Yes
Yes

Prepayment
Applications

All

Yes

Prepayments
Reconciled Payments

All
All

Yes
Yes

Refunds

All

Yes

Prepayment Burden and Project


Encumbrance ALL
Encumbrance Credit Memos All
Encumbrance Debit Memos All
Cash, Future Dated Payments All
Encumbrance for Invoices
Cash, Payments All; Encumbrance
Reversal for Payments
Encumbrance Reversal for
Prepayment Applications; Cash,
Prepayment Applications All;
Encumbrance Prepayment
Applications
Encumbrance for Prepayments All
Cash, Reconciled Payments All;
Encumbrance Reversal for Reconciled
Payments
Cash, Refunds All; Encumbrance
Reversal for Refunds

R12: P2P Accounting & Troubleshooting Notes - by Dinesh Kumar S

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Accounting Hits for Payables


Event Classes
Invoice

Accounts
Expense (AP Accrual)

Debit

Tax

Freight
Retainage

Credit

Comments
Used: During Manual Invoice Creation.
Defaulted: AP Accrual is defaulted when
invoice is matched to PO/Receipt for goods
items.
Defined @ Oracle eBiz-Tax & inserted upon
invoice validation
Defaulted: he li e type is Freight .
Defaulted: When invoice is matched to
Service Procurement PO/Receipts.
Note** it is Debited when invoice of type
Retainage Release is reated.

Liability
Invoice Price Variance

Sourced from supplier site.


When invoice is matched to PO/Receipts.
Account hit: Price entered in invoice is
different from that specified in PO.
For Inventory items Inventory AP Accrual
account defined @ Organization Parameters.

Quantity Variance

For Expense items Expense AP Accrual


Account
When invoice is matched to PO/Receipts.
Account hit: Quantity entered in invoice is
different from that specified in PO.
For Inventory items Invoice Price Variance
defined @ Organization Parameters.

PO Exchange Rate
Variance

For Expense items PO Charge Account


When invoice is matched to PO/Receipts.
Account hit: Foreign Currency rate in invoice

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is different from PO (at the time of creation).


For Inventory items Exchange PO Rate
Variance / Loss Account
For Expense items PO Charge Account
When invoice is matched to PO/Receipts.
Tax on invoice is different than PO.

Tax Variance

Below tax variance can occur,


1. Tax Rate Variance (TRV)
2. Tax Invoice Price Variance (TIPV)
3. Tax Exchange Rate Variance (TERV)
Tax Rate Variance:
The difference b/w invoice price & PO
Distribution due to difference in tax rate.
Tax Invoice Price Variance:
The difference b/w invoice & PO Distribution
price.
For the above variances (TRV & TIPV) the
accounting hit as below,
For Inventory items Invoice Price Variance
Account @ Organization Parameters.
For Expense items PO Charge Account
Tax Exchange Rate Variance:
The difference b/w invoice & PO Distribution
exchange rate.

Internet Expense
Internet Liability

For Inventory items Exchange PO Rate


Variance / Loss Account
For Expense items PO Charge Account.
During: Whe i oi e type Interest is
created on condition that Interest = System
Account.
If prorate across invoice then Original Invoice
Distribution will be debited.

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Prepayment

Accounts
Prepayment
Liability

Debit

Credit

Comments
Sourced from supplier site.

Prepayment
Application

Accounts
Liability
Prepayment
Tax Difference

Debit

Credit

Comments
Sourced from supplier site.
Defaulted: When tax applied for invoice
applied for prepayment.

>

Tax applied for invoice is < applied for


prepayment then, We need to make sure Tax
difference is not credited.

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Payment

Maturity Date:
In finance, maturity or maturity date refers to the final payment date of a loan or other
financial instrument, at which point the principal (and all remaining interest) is due to be paid.

Accounts
Liability
Cash Clearing
Discount Taken
Withholding Tax
Realized Gain / Loss

Accounts
Liability
Withholding Tax
Bills Payables

Maturity Date = Current Date


Debit Credit Comments

Sourced from bank account.

Defaulted: When accelerated cash payment


term is made during discount period.

Created when payment on condition that


apply withhold tax during payment time.
It is hit when foreign currency rate upon
payment is different upon accrual (Invoice).

Maturity Date = Future Date


Debit Credit Comments

Defaulted: From bank account / supplier site


based on options setup @ Payables Options
form.

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Payment Maturity

Accounts
Bills Payables
Cash Clearing
Discount Taken

Debit

On Payment Date
Credit Comments

Clearing

Accounts
Cash Clearing
Bank Charger / Bank
Errors

Debit

Credit

Comments
It is used for difference b/w cleared amount
and transaction amount.
Cash Management checks the Tolerance
differences parameter to determine whether
the difference is due to charges / errors.

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Create Accounting
Payables (AP)
(Oracle Document Reference)

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About Create Accounting


Why Create Accounting Program?

It picks eligible accounting events and creates sub-ledger journal entries.


Also, ge erates a report alled Subledger Accounting Program Report to do u e t
the results.

Methods to create Accounting Events:


Two ways we can generate accounting entries for Payables (AP) module.
1. Using Create Accounting Program
2. Create online Accounting (Either for Single / batch Transactions)

How to view the Generated Accounting Entries?


Generated entries are available as below,

Oracle Apps Forms in View Accounting / View Accounting Entries Window.


u it Subledger Accounting Program Report .
Usage of Subledger Accounting Report:
o Lists Successful events and the subledger journal entries created for the events.
o Errors for failed events

What are the documents for which create accounting program can be run in Payables (AP)?

Invoice
Payments
Invoice Batch
Payment Batch

Modes of Creation Accounting program,

Draft
Final
Final and Post
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Can we adjust the Accounting Entries Generated?


Yes, only if the accounting program is run in Draft Mode.

Reports to review accounting information:


Below is the seeded reports used to review accounting entries details,

Journal Entries report


Account Analysis report
Third Party Balances report
Multi period Accounting reports
Subledger Period Close Exceptions reports
Open Account Balances Listing

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Create Accounting Program - Parameters

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Parameter
Ledger

Process Category
End Date
Mode
Errors Only
Report
Transfer to GL
Post in GL
GL Batch Name
Include User
Transaction
identifier

Required?
Yes

Description
Ledger for which accounting events to be generated.
Ca restri t the a ou ti g e e ts ased o profile SLA:
Enable Data Access Security
Optional
We can restrict events based on specific process category.
Yes
Process only those events <= End Date.
Yes
Select below modes based on business case,
DRAFT, FINAL & FINAL POST.
Yes
If you want to process the failed events with status error.
Yes
Select report to be generated in Summary / detailed report.
Yes, based Applies When Mode = Final.
on mode
Yes, based Applies when Mode = Final Post.
on mode
Optional
In real-time batch name will be given to filter the records
and if Transfer to GL option is given.
Yes
If the report to be displayed with user identifier names and
values.

Note: GL General Ledger

Transfer Journal Entries to GL:


To transfer journal entries from SLA to GL run the program

Run Transfer Journal Entries to GL program.


Creation Accounting Progra
ith Tra sfer to GL as Yes

Transfer Journal Entries to GL Report:


Run the report Transfer to Journal Entries to GL Report a d list the elo ,
o Transfer to GL Summary
o General Errors
Journal Posting:
Post the Jour al e tries i to Ora le GL usi g progra

Journal Import .

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Accrual & Accounting Process

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Accounting Entries Flow

Lets

ap the a o e pro ess ith o urre t progra s,

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Accounting Entries Table Hits:

Note**
The link between Sub-ledgers and XLS_Distribution_Links is based on the Source distribution
Type.
Source Distribution type is nothing but the AP Distribution Tables like
AP_INVOICE_DISTRIBUTIONS_ALL, AP_PAYMENT_HIST_DISTS.

Similarly for rest of the modules the distributions are linked.

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Period End Closing - Payables


Sno. Activity

Details

Complete all transactions

Invoice & Payment Batches

Future Dated Payments

Essential Reports

Invoices & Credits, prepayments, expense reports, Invoice


Imports & payments.
Approve all un-approved invoices manually (or) submit
program "Payables Approval".
Confirm or Cancel all incomplete payment batches.
If you use future dated payments, submit the Update
Matured Future Dated Payment Status Program.
This will update the status of matured future dated
payments to Negotiable so you can account for them.
Invoice Hold Report: Lists holds applied to an invoice and
for which journal entries & posting cannot be created.

Unaccounted Transactions

Transfer to GL

Reconciliation

Journal Entries Report: It lists the accounting information


that has been accounted with Error in detail/summary
listing.
Resolve all unaccounted transactions by submitting
report Unaccounted Transactions Report .
It lists all transaction with reasons why accounting entries
cannot be generated for the same.
Transfer all accounting entries to GL by submitting
Transfer Journal Entries to GL .
Run the below reports to reconcile,
Account Payable Trial Balance Report
Posted Invoice Register
Posted payment Register
Bank Statement reconciliation,
Bank Statement Import
Auto Reconciliation Program
(or) Bank Statement Import & AutoReconciliation

Sweep Program

Ru the progra Unposted Invoice and Payment


Sweep . It tra sfers all u a ou ted tra sa tio s fro
one accounting period to another. This program will not
forward accounting transactions with errors.

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Payables Reconciliation Process Steps:


We can perform below reconciliation activity,
1. Reconcile Payables Transactions
2. Reconcile Accounts Payables Trial Balance (for given period)
3. Reconcile Payable Transactions to GL

Reconcile Payables Transactions

Pre-requisites: before executing of the below


reports ross he k Transfer Journal Entries
to GL is su itted already.
Run below reports,
Account Payable Trial Balance Report
Posted Invoice Register
Posted payment Register
Note** run trial balance report for last period
& current period.

Reconcile Accounts Payables Trial Balance


Current Period Trial Balance =
Last Period AP Trial Balance

+
Current Period Posted Invoice Register

Current Period Posted Payment Register


For example, consider we are closing
accounting period of June month,
June Trial Balance = May Period AP Trial

Reconcile Payable Transactions to GL

Balance + June Posted Invoice Register - June


Posted Payment Register
Ru the report Account Payables Trial
Balance Report . The o pare this account
balance with GL account balance for current
period.

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Create Accounting - Errors & Solutions


There are various stages at which errors might occur, below are the possibilities.

Case 1:
Program
Create Accounting Program
Create Accounting Report

Completion Status
Success
Error

Case 2: Errors during Online Accounting.

Case 3:
Program
Create Accounting Program

Completion Status
Error

Case 4: Period Closing Errors

Case 5:
Program
Accounts Payable Trial Balance Report

Completion Status
Error

Let see the troubleshooting steps for each cases.

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Case 1
Case Description:

Program
Create Accounting Program
Create Accounting Report

Completion Status
Success
Error

Possible Errors:

Error Code

Error Message

Error 95353

Subledger Accounting was unable to derive an accounting code


combination.
The total debits and the total credits do not balance for this subledger
journal entry
The applied-to sources provided for this line are invalid or incomplete.
The segment value for the account code combination specified in line XX
is not assigned to the ledger
There are either non-accountable events existing in the system
The account code combination id &CCID specified for line &LINE_NUM
does not exist.
The GL date &GL_DATE is not in an open or a future enterable period.
This line cannot be accounted until the accounting event for the
application Payables that it references has been fully accounted.
The log of Accounting Program shows error: The following REVERSAL
events could not be processed.
Error: AP_ACCTG_EVENT_SKIPPED

Error 95340
Error 0
Error 95311
Error 95937
Error 95318
Error 95325
----

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Error Code

Error Message

Error 95353

Subledger Accounting was unable to derive an accounting code


combination.

Cause:
Mostly this error occurs when a derivation rule does not exists and system is unable to derive a
rule for specific accounts defined @OU level setups. The accounts as below,

Future Dated Payments


Discount Account
Cash Clearing Account
Liability Account
Realize Loss Account
Exchange Rate & Tax Exchange Rate Variances
Tax Difference Account
Bank Error Account

Solution:
Check all accounts are setup properly @organization level like Financial Options, Payables
Options, Payables System Setups and Bank Setups

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Error Code

Error Message

Error 95340

The total debits and the total credits do not balance for this subledger
journal entry

Cause:
For each Event Class & for its type a Journal Line type exists. Each Journal type associated with
conditions to create a balance entry. This error occurs when,

If oracle Code fix Patches not applied


Journal Line types not defined properly for Event class & its types.
If conditions associated with journal line type is not correct.

Below are some of the event class & its types, for which this error triggered.

Event Class
Reconcile Payments
Prepayment Applications
Prepayment Applications
Payment
Payment
Payment
Refunds
Future Dated Payments

Event Types
Payment Cleared
Prepayment Applied
Prepayment Application Adjusted
Payment Created
Payment Cancelled
Payment Adjusted
Refunds Recorded
Payments Matured

Solution:
Oracle suggested if required patch is applied it resolves most of these balancing issues. The
details of patches as below,
Event Type
Payment Created
Payment Adjusted
Payment Matured
Payment Cancelled
Prepayment Applied
Prepayment Adjusted
Refund recorded
Payment Cleared
Payment Clearing Adjustment

Solution
Patch 10179705 and Patch 10278211
Patch 9699315
Patch 7626300:R12.XLA.A
Patch 8319065:R12.XLA.A
Patch 11772495 and Patch 10173936
R12.1 Patch 9474821:R12.AP.B
Patch 10623481
Patch 18964136
Patch 18964136

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Error Code

Error Message

Error 0

The applied-to sources provided for this line are invalid or incomplete.

Cause:
The error triggers when,

The transaction line may not be applied to a previous transaction (or)


The journal line definition is incorrectly defined to support business flow functionality.

Solution:

Oracle provided required code fix patches to resolve these issues.


Even applying the patches if the issues exists, cross check the journal line definitions.

Error Code

Error Message

Error 95311

The segment value for the account code combination specified in line XX
is not assigned to the ledger

Cause:
There are numerous causes for this error some of them are,

AP_SYSTEM_PARAMETERS columns might contain -1 Value.


Create Accounting error while cancelling Invoices.
Cash clearing account might not be defined properly (or) the accounting combination
might be restricted using CVR / SR.
The BSV/Company Code segment is not valid for that ledger.

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Solution:

When defining a new OU, properly define Organization level setups like Financial
Options, Payables Options, payables System Setup and bank account setups.
If secondary ledger is used, cross check whether it is properly mapped with primary
ledger.
If any incorrect LE/BSV is used correct it.

Error Code

Error Message

Error 95937

There are either non-accountable events existing in the system or events


which could not be processed because no data could be found on
transaction objects.

Cause:

There are events ready for accounting but they are not picked because the subledger
extract data is incomplete or invalid.
Due to Code issues.
FND_CONNECTION_TAGGING issue.

Solution:

Apply the code fix patch 8744290.


To find the transactions/accounting events which may be causing the issue, use the
following query

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xe.application_id ,
xte.entity_code "Transaction Type" ,
xte.source_id_int_1 "Transaction Id",
xte.transaction_number "Transaction Number",
xe.event_id,
xet.event_class_code ,
xe.event_type_code ,
xe.event_status_code ,
xe.process_status_Code ,
xe.budgetary_control_flag
FROM xla_events xe
, xla_transaction_entities_upg xte
, xla_event_types_b xet
WHERE xte.application_id = &P_APPLICATION_ID
and xte.entity_id = xe.entity_id
and xet.application_id = xe.application_id
and xet.event_type_code = xe.event_type_code
and xe.application_id = &P_APPLICATION_ID
and xe.request_id = &P_CREATE_ACCT_REQUEST_ID
and NOT EXISTS
( select 1
from xla_ae_headers xah
where xah.event_id = xe.event_id
and xah.application_id = &P_APPLICATION_ID
);
SELECT

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Error Code

Error Message

Error 95318

The account code combination id &CCID specified for line &LINE_NUM


does not exist.

Cause:

Invoices goes to FUND_CHECK_HOLD due to invalid CCID on NONREC_TAX distributions.

Solution:

This is a bug if this exists apply Patch: 9021265:R12.AP.A.

Error Code

Error Message

Error 95325

The GL date &GL_DATE is not in an open or a future enterable period.

Cause:

Period was not opened for all ledgers used.

Solution:

Open GL periods for appropriate ledgers.

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Error Code
Error

Error Message
This line cannot be accounted until the accounting event for the
application Payables that it references has been fully accounted.

Cause:
There are many numerous causes for this error, below are the possible ones.

Affected Transactions
Payment

Payment Created/Clearing
Invoices
Payment Adjustment &
Payment Clearing Adjustment

Prepayment

Error Code
Error

Cause
Null invoice line number on tax lines
Accounting events not synchronized.
Journal Line Definition not defined properly.
Accounting ID is not synchronized between
AP_INVOICE_PAYMENTS_ALL & AP_INVOICE_HISTORY_ALL
Historical data might not be upgraded during migration in
table XLA_DISTRIBUTION_LINKS_TABLE
Total credit & debit does not match.
Amount entered does not match.
Proper events classes & types might not be defined
for account derivation.
There might be deferred tax on prepayment invoice

Error Message
The log of Accounting Program shows error: The following REVERSAL
events could not be processed.

When:

Cannot account for Payment Unclearing of a check


Cannot account for Invoice Cancellation of an invoice

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Cause:

The cause of the current issue is invalid / incorrect data in XLA_TRANSACTION_ENTITIES.


The invoice or payment has 2 rows in XLA_TRANSACTION_ENTITIES and PAYMENT
CLEARED event has different entity_id in xla_events than the PAYMENT CREATED and
PAYMENT UNCLEARED events.

Solution:

Apply patch 9651687:R12.XLA.B.

Error Code
Error

Error Message
Error: AP_ACCTG_EVENT_SKIPPED

Cause:

If any corrupted data in the payments results in failure of "Create Accounting" program.
To skip those corrupted data logic is built such that those events would be stamped with
error "AP_ACCTG_EVENT_SKIPPED".

Solution:

Check for the other error in XLA_ACCOUNTING_ERRORS,this would be the actual error
which prevents the payment from accounting.So the accounting error
"AP_ACCTG_EVENT_SKIPPED" can be ignored.

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Case 2
Case Description: Errors during Online Accounting.
Cause: For some of the transactions online accounting cannot be done they are prepayment
applications, voided payments etc.

Solution: Ru the Payables Accounting process .

Case 3

Case Description:
Program
Create Accounting Program

Completion Status
Error

Cause: When the Create Accounting Program completes with Error status.

Solution: Review the log files XLAACCUP and XLAACCPB.

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Case 4
Case Description: Period Closing Errors

Below errors will be triggered while trying to close the period.

Error: APP-SQLAP 10304: You cannot close the period because exceptions exist:
This is the standard message displayed when trying to close the period while not all
transactions been accounted.
Solution: Run the Period Close Exception Report and try to account them.

ORA-20001: APP-XLA-95103: An internal error occurred:


When you have exceptions reported and the unaccounted transactions program spawned by
Sweep program errors out.
Solution: Assign the profile option "Initialization SQL Statement - Custom" to value "begin null;
end;" at the User level

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Case 5
Case Description:

Program
Accounts Payable Trial Balance Report

Completion Status
Error

Cause: There are many, mentioned few below,

Invalid reference XLA_SRS_SUBLEDGERS in value set attached to segment Report


Definition.
Invoices with Voided Payments or Unapplied Prepayments are Reported Incorrectly on
the Accounts Payable Trial Balance.
Performance issues with the report.

Solution: Check below patches are applied.

Patch 8340128
Patches 6996476 and 7293021
Patch.9602525:R12.XLA.A.

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Create Accounting Performance Issues


Issue Description:

Sometimes the program runs for long time to complete (or) runs slowly.

Below bugs been identified for this performance issue.


Bug#
Bug 9366101

Bug 9351919

Description
Create accounting process takes 2 hours of time, of which around 1 hour is
taken to execute the FUN queries. The cause of the poor performance is due
to the lack of the join condition on the LEDGER_ID column.
Filters on Application_ID were missing in several queries, and leading/index
hints were also missing.

Solution:

Step 1: Download & apply below patches.

Patch 9366101:R12.FUN.A
Patch 9351919:R12.XLA.A.

Step 2: Cross the below files & its versions.

$FUN_TOP/patch/115/sql/funbalpkgb.pls 120.31.12000000.15
$XLA_TOP/patch/115/sql/xlajebal.pkb 120.153.12000000.28

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GL Transfer
(SLA GL)
(Oracle Document Reference)

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Process:

Data Corruption Issues during


SLA GL Transfer

Once the accounting entries are generated for all transactions in sub-ledgers it has to be
transferred from Sub-ledger to General Ledger.

During the transfer process some data corruption issues might occur some of them are listed
below.
1.
2.
3.
4.
5.

Data with negative LEDGER_ID in the General Ledger (GL) tables.


Data marked as "Transferred" in SLA but which has not reached GL.
Data marked as "Not Transferred" in SLA, but which has reached GL.
Multiple posting issues.
Data which is in GL but which has been deleted from SLA (This is NOT applicable for 11i
data)
6. Journal Import failing with EP01 error while running the Transfer Journal Entries to GL
program
7. Data accounted in 11i and transferred to GL in R12 which is missing gl sl link id.

Note** Never cancel the Journal Import program.


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How to identify data corruption issues in GL Transfer?


Run XLA GL Diagnostics test.

How to check whether Diagnostics test can be performer or not?


It can be performed only when below patches are applied.

for 12.0.x versions: Patch 8513940:R12.XLA.A


for 12.1.x versions: Patch 8765953:R12.XLA.B

Steps to run Diagnostics tests:

Navigation: Application Diagnostics Diagnostic (Tab)


Follow the below steps,

No li k Select Application a d sele t Subledger Accounting .


In GL_DIAGNOSTICS group, select the test "XLA GL Diagnostics".

Note** The XLA GL Diagnostics test has to be run for all the ledgers associated to a primary
ledger.
To identify the ledgers use the below query,
SELECT gled.ledger_id as LEDGER_ID
FROM gl_ledger_relationships glr, gl_ledgers gled
WHERE glr.primary_ledger_id = &p_ledger_id -- Put primary ledger id here
AND glr.application_id = 101 AND ((glr.target_ledger_category_code IN ('SECONDARY','ALC')
AND glr.relationship_type_code = 'SUBLEDGER') OR (glr.target_ledger_category_code IN
('PRIMARY')
AND glr.relationship_type_code = 'NONE'))
AND glr.target_ledger_id = gled.ledger_id
AND Nvl(gled.complete_flag,'Y') = 'Y'
GROUP BY gled.ledger_id;

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Input Parameters:

Below are the required parameters,

Responsibility ID
Ledger Id
Application Id
Je Source Name
Start Date in YYYY-MM-DD
End Date in YYYY-MM-DD

To get the Application id and corresponding je_source_name, run the query below :
SELECT application_id "Application id" ,je_source_name "Je Source"
FROM xla_subledgers;

Note** to avoid perfor a ce issues please ru script Gather Schema Statistics .

Test Output Details:

The output contains below information,

Version of GL TRANSFER Pkg


Key Patches
GL_LEDGERS
GL_LEDGER_RELATIONSHIPS
Negative LEDGER_ID in GL
Accounted in 11i but Transferred to GL in R12 with Null GL_SL_LINK_ID
Marked as Transferred in XLA but NOT in GL
Marked as transferred in XLA but REVERSED in GL
Data Exists in GL but Its Corresponding Data Is Deleted in XLA
Data in GL but Deleted From XLA Showing XLA Reference Columns
Marked as Not Transferred in XLA but in GL
Multiple Transfer to GL

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FAQ: Transfer to GL
(Oracle Document Reference)

What are the tables involved in Transfer to GL and GL Posting?


XLA_AE_HEADERS
XLA_AE_LINES
XLA_DISTRIBUTION_LINKS
GL_INTERFACE
XLA_GLT_<group_id>
GL_JE_BATCHES
GL_JE_HEADERS
GL_JE_LINES
GL_IMPORT_TEFERENCES

Subledger Tables
Interface Tables

GL Tables

What are all different modes available to transfer journals from SLA to GL?
Modes

Description

ONLINE

During Online accounting use Final Post optio for spe ifi
document i.e. invoice etc.
Submit Create Accounting program with Transfer to GL parameter
as Y .
u itti g progra Transfer Journal Entries to GL separately / i
standalone mode. This method uses interface table
XLA_GLT_<group_id>

BATCH
CONCURRENT REQUEST

How to find the transfer status of accounting entries in SLA?


XLA_AE_HEADERS
Column
Value
gl_transfer_status_code Y
gl_transfer_date
Populated with a date value i.e. not null column
group_id
Populated with a group id i.e. not null column

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How to find transfer status and differentiate 11i Vs. R12 accounting entries after upgrade?
Column
gl_transfer_status_code
gl_transfer_date
group_id
upg_batch_id

XLA_AE_HEADERS
Value
Y
Populated with a date value i.e. not null column
Populated with a group id i.e. not null column
Not null column. This indicates 11i data.

How to merge accounting lines in XLA_AE_LINES table?


In Journal Line Type setups, the accounting lines in XLA_AE_LINES tables can be merged.
Navigation: Accounting Setup Subledger Accounting Setup Accounting Methods Builder
Journal Entry Setups Define Journal Line types
Choose Field Merge Matching Lines . This field can have below options.

Merge Options Description


ALL

Lines in XLA_DISTRIBUTION_LINKS (specific Accounting Header)


+
Journal Line Type (Specific like liability etc.) = XLA_AE_LINES Records

DR/CR

Lines in XLA_DISTRIBUTION_LINKS (specific Accounting Header)


+
Journal Line Type (Specific like liability etc.)
+
Debit Side Entries = XLA_AE_LINES Records
No merging happens.

NO

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What are all different setup options to transfer journals in Detail / Summary format?
Tables involved: The journals from XLA tables will be transferred to GL table.
XLA_AE_HEADERS, XLA_AE_LINES GL_JE_HEADERS, GL_JE_LINES

Below are the setup options available which decides whether to Merge the transactions in GL
tables or not.

Subledger Accounting Options: This setup to determine accounting header can be


summarized or not.

Journal Line Types: This setup determines whether accounting lines in XLA_AE_LINES
can be summarized or not.

Subledger Accounting Option:

Navigation: Accounting Setup Ledger Setup Define Accounting Setups


Query for the ledger & Click Update icon.
Go to Subledger Accounting Options, in Primary ledger section click update icon.
etup the field General Ledger Journal Entry Summarization

ith o e of the below values,

Summarize by GL Period
Summarize by GL Date
No Summarization

Journal Line Types:

Navigation: Accounting Setup Subledger Accounting Setup Accounting Methods Builder


Journal Entry Setups Define Journal Line types
Choose Field Transfer to GL .
Note** Lines cannot be summarized if the headers are not summarized.

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General Ledger Journal Entry


Summarization
Summarize(By GL Date or Period)

JLT- Transfer to GL

System Expected Behavior

Summary

Summarize(By GL Date or Period)

Detail

No Summarization

Detail

No Summarization

Summary

Group by GL Period/GL Date

Detail / Summary

Summarized Level at,


GL_JE_HEADERS
GL_JE_LINES
Summarized Level at,
GL_JE_HEADERS
Detail Level at,
GL_JE_LINES
Detail Level at,
GL_JE_HEADERS
GL_JE_LINES
Detail Level at,
GL_JE_HEADERS
GL_JE_LINES
Merged on condition Same
Journal Category & GL Period/
GL Date,
GL_JE_HEADERS
Detail Level at, gl_sl_link_id will
be populated
GL_JE_LINES

How do you link GL Data with SLA Data?


Usi g ta le GL_IMPORT_REFERENCES . The joi
GL_IMPORT_REFERENCES.gl_sl_link_id
GL_JE_BATCHES.group_id

o ditio as elo .

=> XLA_AE_LINES.gl_sl_link_id
=> XLA_AE_HEADERS.group_id

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If gl_sl_link_id does not exist in table GL_IMPORT_REFERENCES how relationship is derived


between GL & SLA data?

Usually using REFERENCE Columns i.e. columns from REFERENCE5 to REFERENCE10 in


GL_IMPORT_REFERENCES we can able to identify the relationship.

These columns populated with entity_id, event_id, ae_header_id, ae_line_num,


accounted_cr, accounted_dr.

Note** But sometimes these REFERENCE columns might not be populated during transfer
process. This happens when the patch 7512923:R12.XLA.A (for R12.0.x) is not applied.

How many group_ids are created during the transfer process when there is a primary ledger
and associated ALC/reporting ledger?

The primary ledger data and associated ALC/reporting ledger data goes into one
group_id.
Data from this one group_id can be split across multiple GL Batches based on other
criteria, such as je_category/date/period. However, one GL Batch can only be associated
to one group_id.

How many group_ids are created during transfer process when there is a primary ledger and
a secondary ledger?

Two group IDs are created--One for the primary ledger and one for the secondary
ledger.
Two journal import processes are spawned in this case, one for each group_id.
If there is failure in the journal import for either ledger, the transfer is rolled back for
both ledgers.

Is there a setup to prevent spawning the Journal Import on instances where a third party
(e.g., Peoplesoft) GL is used?
The profile option "Disable Journal Import" (when set to Yes) prevents the GL Transfer from
invoking the Journal Import. The interface table used in this case is GL_INTERFACE. Setting this
profile option is not recommended if you are using Oracle General Ledger. The profile option is
hidden and disabled in the latest code.

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When data will be available in XLA_TRIAL_BALANCES table?


When Journal Import program successfully completed, the data will be available in this table.

Note**

Data from XLA_DISTRIBUTION_LINKS is used to populate the XLA_TRIAL_BALANCES


table.
It can also be repopulated during a trial balance rebuild using the "Open Account
Balances Data Manager" process.

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Journal Import Errors


(Oracle Document Reference)

Below are the possible stages where we frequently face issues/errors during journal import.

Importing Journals from SLA / Create Accounting.


Transfer to GL does not pick rows/fails.

When e ru

Journal Import Execution Report the elo errors

ight o ur,

Errors like EP01, EF01, EE01, EU02, EC12 etc.

Journal Import Execution Report Ends in ERROR but no errors are displayed in output
also data is marked as transferred in SLA

Error 'LEZL0023: Journal Import can only process data from one table at a time'.

Error 'ORA-01460: unimplemented or unreasonable conversion requested'.

Transfer to GL or Create Accounting concurrent request was cancelled after Journal


Import was spawned.

GL transfer is not picking data when ledger is secondary and is disabled.

Lets ie steps to trou leshoot a o e errors.

Step 1: Get the below details.

Ledger ID
Application ID
JE Source
Start Date & End Date

Use the below query to get the above details.


SELECT application_id, je_source_name
FROM xla_subledgers;

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Error: Journal Import Execution Report shows errors like EP01, EF01 etc.
Errors

Solution

If the Journal Import Execution Report shows Check Period is open if not open it.
Period Error
EP01 this date is not in any open or
future enterable period.
EP03 this date is not within any period
in an open encumbrance year.
EP04 this date is not a business day.
EP05 There is no business days in this
period.
If the Journal Import Execution Report shows Cross check the account setup i.e. whether
Flexfield Errors like
any CVR (Cross validation rule) exists for this.
EF01 This Accounting Flexfield is
inactive for this accounting date.
EF02 Detail posting not allowed for this
Accounting Flexfield.
EF03 Disabled Accounting Flexfield.
EF04 this is an invalid Accounting
Flexfield. Check your cross-validation
rules and segment values.
EF05 There is no Accounting Flexfield
with this Code Combination ID.

Error: Journal Import Execution Report Ends in ERROR but no errors are displayed in output also
data is marked as transferred in SLA

Check the Patch 6748312:R12.GL.A is applied, if not apply it.

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Error: Journal Import Execution Report shows error 'LEZL0023: Journal Import can only process
data from one table at a time'
Error: Journal Import Execution Report shows error 'ORA-01460: unimplemented or
unreasonable conversion requested'.
Error: Transfer to GL or Create Accounting concurrent request was cancelled after Journal
Import was spawned/ DB got shutdown while running Journal Import But you can
see XLA_AE_Headers. Gl_transfer_status_code='S'

For all a o e errors he k hether the latest Patch 8691650:R12.XLA.A is applied. If not
apply it & resubmit the program.

Error: Another common issue seen is GL transfer is not picking data and ledger is secondary
ledger
Secondary ledger is disabled meaning relationship_enabled_flag in gl ledger is 'N'. Because of
this GL Tra sfer does t pi k se o dary ledger data.
Execute the below update query to fix the above error.

UPDATE XLA_AE_HEADERS XAH


SET
XAH.GL_TRANSFER_STATUS_CODE = 'NT'
WHERE
XAH.APPLICATION_ID = &p_application_id
AND XAH.LEDGER_ID = &p_ledger_id -- ledger id of secondary ledger which is disabled
AND XAH.GL_TRANSFER_STATUS_CODE = 'N'
AND XAH.ACCOUNTING_ENTRY_STATUS_CODE = 'F'
AND XAH.ACCOUNTING_DATE BETWEEN TO_DATE('&p_start_date','DD-MM-YYYY') AND
TO_DATE('&p_end_date','DD-MM-YYYY')
AND EXISTS ( SELECT 1
FROM XLA_EVENTS XE
WHERE XE.APPLICATION_ID = &p_application_id
AND XE.EVENT_ID = XAH.EVENT_ID
AND XE.EVENT_ID = XAH.EVENT_ID
AND XE.EVENT_STATUS_CODE = 'P'
AND XE.PROCESS_STATUS_CODE = 'P');
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FAQs: Journal Entry & Reversal


Journal Entry:

How to Delete a Journal batch (or) How to delete a Unposted Journal batch?
Query for the journal Batch, follow the below steps.

Journals Enter Close the Form Click Review Batch button.


Query for the batch.
Using delete icon deletes the unposted journal.

In Journal Entry form why Accounting Periods is not getting listed?


The Accounting period LOV lists o ly period ith status Open & Future Enterable .

When a Journal batch cannot be Deleted / modified?


Below are the scenarios where journal batch cannot be deleted / modified.
1.
2.
3.
4.

Source is frozen
Batch has fund reversed or in process of reserving.
Batch is Posted (or) in process of posting.
Batch is Approved (or) in process of approval.

If the journal batch comes from Sub-Ledgers it should not be updated. Updating the same may
not synchronize the accounting information between Primary ledger & Sub-Ledger.
Alternate Solution: Instead of updating a new journal can be defined & adjusted.

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Can I restrict users from entering negative amounts in journal lines?


As of now no standard functionality available, since some of the GL programs allows negative
amounts. Using form personalization we can implement the same.

Can we copy journal entries?


No, we cannot.

Is it possible to hide batch & Headers appearing in journal screen?


No.

Journal Reversing:
Instead of reversing single journal entry, the complete batch is reversed and posted. How this
can be corrected?
If Unposted: Delete the unposted reversal batches.
If Posted: Reverse the Reversal batch and repost them.

In R12, the Unposted Journals can be reversed?


In R12, only posted journals can be reversed.

Why a journal entry with a source setup for automatic reversal was not reversed?

General Ledger automatically submits the AutoReverse program when a period is


opened if the profile option, GL: Launch AutoReverse After Open Period, is set to Yes.
If a journal is created after the period has already been opened, then the AutoReverse
program will need to be submitted again manually to pick the new entered journals.

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Does the reversal program generate separate reversal batches for each journal in a batch that
is reversed?

Yes. When a batch is reversed, General Ledger creates one reversing batch, with one
single journal entry, for each journal entry in the reversed batch.
Therefore a single batch with multiple journals generates multiple reversal batches with
a single journal.

In R12, why can I not modify an Unposted reversal journal?

This is the default functionality in Release 12, as a reversal should match the original
journal.
Using the profile GL: Edit Reverse Journals can be set to allow the modification.

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Period Close
(AP)
(Oracle Document Reference)

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Payables Period Close: Diagnostics


Script to be used: ap_pclose_detect_pkg.sql

Current Version of Script: 120.13 (Updated on 16-Jul-2014), check for latest & execute.
Purpose of Script:

It allows us to identify the transactions which affects period close with the corrective
action suggested resolving the same.
No data is created, updated, or deleted by this script.
This will not close the period.
It produces a HTML output all errors/problems related to transactions along with
corrective steps to be taken.

Belo is the Wrapper ripts a aila le i side ap_pclose_detect_pkg.sql .

period_close.sql: This script can be used to submit the validation procedure for a
particular period.
ap_gdf_detect_pkg.sql: To run the AP Data Validation Report and to check for data
corruptions and the corresponding GDFs available.
period_close.sql: To validate all invoices, payments, in a specified period for specified
operating units.

Steps for Diagnostics:

Step 1: Run the wrapper SQL file "period_close.sql" to submit the detection procedure.
The detection procedure will create an output file of the format AP-PCLOSE-<timestamp>.html
and a log file of the format AP-PCLOSE-<timestamp>.log. Also, it will indicate the location of this
file and the log file.

Step 2: Review the output file to determine if any transactions have any issue, if yes follow the
corrective action steps else it is safe to close the current period.

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Examples to execute the script,

Script Usage
To check all transactions stopping period close
for a particular period
To validate all transactions for one of your
operating units

To run the same validations but including both


org1 and org2

To run the diagnostics along with the AP Data


Validation Report to check for more
corruptions

Script Execution
SQL> BEGIN
ap_pclose_detect_pkg.main_pc(
p_per_name => '<period_name>',
p_ledger_id => <ledger_id>);
END;
SQL> BEGIN
ap_pclose_detect_pkg.main_pc(
p_per_name => '<period_name>',
p_ledger_id => <ledger_id>,
p_org_ids => '<org_id>');
END;
SQL> BEGIN
ap_pclose_detect_pkg.main_pc(
p_per_name => '<period_name>',
p_ledger_id => <ledger_id>,
p_org_ids =>
'<org1_id>,<org2_id>');
END;
SQL> BEGIN
ap_gdf_detect_pkg.main_pc(
p_per_name => '<period_name>',
p_ledger_id => <ledger_id>,
p_master_gdf => 'Y');
END;

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Error:

Common issues during


Period Closing in AP

APP-SQLAP 10304 Cannot Close Period - No Data On Period Exception Report, No


Unaccounted Transactions

When: While trying to close the period, where exception report display no data.
Cause: There as a issue i pa kage AP_PERIOD_CLOSE_PKG

hile retur i g alue.

Fix: Apply Pat h Patch 9509700 .

Error:
AP_SWEEP_ACCESS_ERROR/Insufficient Access Error Appears Attempting to Sweep From
Control Payables Period Form

When: User su

its Unaccounted Transaction Sweep fro

Co trol paya les period for .

Cause: Sometimes MOAC Setups is not done properly (or) responsibility does not have access
to all OUs assig ed to ledger.
Fix: Che k profile MO: Security Profile is set properly & he k for MOAC steps.

Error:
APP-SQLAP-10304 Cannot Close Period And No Data On Period Exception Report.

When: No Exceptions is listed i Period Close Exception Report


message still some exceptions exists.

ut the syste

triggers

Cause: For some invoice lines, distributions might be missing.

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Fix:

Revalidate the Invoice & Execute Create Accounting for the same (or)
Delete the invoice.

Error:
R12 Orphan Accounting Events Preventing Closing Period in Payables.

When: The Period Close Exception Report errors out e ause of U


Errors.

a ted A ou ti g

Cause: Due to budgetary issues like fund check hold in invoice etc.
Fix:

Check PSA critical Patch (14563642:R12.PSA.A R12.0 / 14563642:R12.PSA.B R12.1) is


applied.
u it Budgetary Control Optimizer Program . This ill lea -up the orphan
processed/unprocessed BC Events.

Error:
Cannot Close Period Due To Untransferred Headers, Multiperiod Accounting.

When: Some of the Header information for accounting events is not transferred i.e. Transfer
Journal Entries to GL concurrent program does not pick up the problem XLA headers.
Cause:

Headers might have created before period open (or)

Fix: Ru the Complete Multiperiod Accounting program .


This program checks,

The GL dates of all incomplete journal entries that have a GL date that is on or before
the end GL date specified in the request parameters and completes these entries as
their GL dates fall into open periods.

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