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Smart - Implementation of Oracle Applications R11i

Financial Modules
MD.050 APPLICATION EXTENSION FUNCTIONAL
DESIGN

Expenditure Accounting System Interface


Author: Sai Deep Chand G
Creation Date:

December 21, 2006

Last Updated: February 26, 2007


Version: 1.1

Approvals:
Ravi Gulgule

Jaya Prakash
Chintala

Submitted by:
Satyam Computer Services Limited
Enterprise Applications and Business Intelligence Solutions
Tel: +91-40-6316666, Fax: +91-40-6319990 - www.satyam.com
Copy Number

_____

Smart - Implementation of Oracle Applications R11.5.10 Financial Modules

Document Control
Change Record
3

Date

Author

Versio
n

Change Reference

21-Dec06
24-Feb-07

Sai Deep Chand G

V1.0

No Previous Document

Sai Deep Chand G

V1.1

Update on certain validations

Reviewers

Name

Position

Swamy AM
Ravi Gulgule

Project Lead
Satyam Project Manager

Distribution
Copy
No.

Name

Location

1
2
3
4

Library Master
AI Project Library

Project Library
Air India, Finance Building, Mumbai

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Smart - Implementation of Oracle Applications R11.5.10 Financial Modules

Contents

Document Control.......................................................................................2
Topical Essay...............................................................................................4
Basic Business Needs............................................................................4
Major Features.......................................................................................4
Business Rules......................................................................................6
Process Flow.......................................................................................... 8
Definitions............................................................................................. 8
User Procedures....................................................................................9
Mapping Table (Rules)...........................................................................9
Column Validation Rules......................................................................11
Assumptions........................................................................................ 11
Test Script................................................................................................. 12
Open and Closed Issues for this Deliverable.............................................13
Open Issues......................................................................................... 13
Closed Issues.......................................................................................13

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Smart - Implementation of Oracle Applications R11.5.10 Financial Modules

Topical Essay
Expenditure Accounting System Interface is used to record the accounting
effects/ recognition of expenses and their payments relating to Staff Claims
and Staff receipts made in AIEAS (Air India Expenditure Accounting System.
The Information is extracted from the AIEAS and interfaced to Oracle general
Ledger in a summarized form on a monthly basis.
This AIES Import program will used to load data from the flat file, generate
by AIES (Legacy), into custom table and on the basis of mapping of AIEAS
accounting code to Code Combinations in General Ledger, correct accounts to
be debited and credited are identified. And then import the data from custom
tables into GL Interface Table.
Oracles standard SRS Program - Import Journals can then be used to create
Journal Entry from the data in GL interface tables.

Basic Business Needs


Expenditure Accounting System Interface provides you with the features you
need to satisfy the following basic business needs. You will be able to
address the following:

Recognize the amount of the Staff Claims and Staff receipts.


Dr/ Cr the amount to correct Accounts on the basis of mapping
accounts in AIEAS and Oracle General Ledger.

Major Features
Pick the required details
Expenditure Accounting System Interface will pick the required details from
the flat file received from AIEAS System. The description of the source file is
detailed below:
General Information:
1. Flat file is a text file.
2. The columns are separted by a Pipe
3. Columnar Details
AIEAS
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Smart - Implementation of Oracle Applications R11.5.10 Financial Modules


Colum
n
Positio
n

Column Title

Column Description

Status

Contains the default value NEW

SOB_ID

Set of Books ID for the records. The default value 1001 is given
representing the SOB ID for Air India Ltd

Transaction Date

Date on which the transaction happened

Currency

Currency shall always be INR

Balance Type

A Actual

Journal Source

AIEAS Air India Expenditure Accounting System

Journal Category

AIEAS Air India Expenditure Accounting System

Company
(Segment 1)

01 (Default Value)

Station (Segment
2)

000 (Default Value)

10

Department
(Segment 3)

000 (Default Value)

11

Account (Segment
4)

Various Account Values

12

Sub-Account1
(Segment 5)

00000 (Default Value)

13

Sub-Account2
(Segment 6)

000000 (Default Value)

14

Future (Segment 7) 00000 (Default Value)

15

DR_CR Code

1 Represents Credit
3 Represents Debit

16

Amount

Amount of the transaction

17

Accounting Date

Default value would be the last day of the Month for which the file is
generated

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Smart - Implementation of Oracle Applications R11.5.10 Financial Modules

Business Rules

The AIES interface is run on a monthly basis

Custom Program shall be developed to read the data from the Flat file
and generate accounting entries in a single run.

One batch shall be created for each run and all the journal entries are
passed in General Ledger Module

The sum of debit and credit amounts should be equal for each batch.
In case of difference, the file has to be rejected and the log file should
mention the reason for rejection with the following details
Rejection Reason

Debit Amount

Cr Amount Difference

In case the program does not find the account mappings the data
should not be populated into the GL_Interface table. The log file
should show the distinct AI Codes where it did not find the Oracle
Account Code (Segment 4) with the following message
Please update the Oracle Account Code for the following AI Codes in
the FND_Lookup_Values table where the lookup_type is
XXAI_ACCOUNT_MAPPING

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Import the journals with the option Create Summary Journals enabled

Document number will be generated for each journal entry.

All the amounts will be in Indian Currency. So, no currency conversions


will be involved.

No calculation are made, only summarized data in transferred to


General Ledger.

All expenses incurred in a period are paid with in the same period;
hence no accrual entries are transferred to General Ledger.

Since no validations in AIES can be done as to whether data is


transferred or not to GL, users have to ensure that data once
transferred is not transferred again. And in case any transactions are
done in AIES after the data is transferred to GL, those entries have to
be manually entered in GL of Oracle Application.
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Parameter will be passed while loading the data into the
GL_INTERFACE TABLE
1. Period for which AIES data is loaded.
2. Set_of_books_id ( This parameter will not be visible to user)

Transaction Type Source of Transaction

Accounting Entries

AIES Payments

Various Expense A/c

Dr

Advance A/c

Dr.

AIES

To Bank A/c
AIES Receipts

AIES

Bank A/c
Various Expense A/c
Advance A/c

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Dr.

Smart - Implementation of Oracle Applications R11.5.10 Financial Modules

Process Flow
A IL .G L .1 1 0 .2 J o u r n a l C r e a tio n A IE S In te r fa c e
S ta rt

M o n th ly

D a ta
re c e iv e d
A IE S in
fo rm

is
fro m
C S V
at

F ile is s to re d in th e s p e c ifie d
p a th o n th e S e rv e r

R u n c u sto m p ro g ra m A IE S Im p o rt P ro g ra m

D a ta is s to re d in th e G L in te rfa c e ta b le

R u n J o u rn a l Im p o rt P ro g ra m to
im p o rt d a ta in to b a s e ta b le s

C o rre c t th e e x c e p tio n s in
th e J o u rn a l Im p o rt R e p o rt

Y es

E x c e p tio n s ?

P o s t th e J o u rn a l

Definitions
GL_ Interface Tables
The GL_INTERFACE table is where Journal Import receives accounting data that you import
from other systems. When Journal Import receives this data, it validates and converts your import
data into journal entries within your General Ledger application.

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User Procedures
Refer to the file User Procedures_GL Interface.Doc for details of how to run
the interface

Mapping Table (Rules)


NOTES:
1. Atleast mention all the Required columns in the interface table below; add other columns
depending on specific requirements. Information on required columns is available in Oracle
user guide on interfaces.
2. Create a separate table for change in every oracle application table
3. Specify the full oracle application column name under column ORACLE APPLICATIONS COLUMN NAME in the table below.
4. Specify the full table name.column name under column LEGACY SYSTEM TABLE NAME.
COLUMN NAME in the column below.
5. Specify the following in the column DEFAULT / OTHER VALUES
a. Tranformation of values in a column
b. Default values in case of null
c. Master table name and column (reference), in case of foreign key reference.
Gl_INTERFACE TABLE
S.No

ORACLE APPLICATIONS COLUMN NAME

COLUMN MAPPING ( H = Header/


L = Line ) .Column Name

DEFAULT / OTHER VALUES.

1.

STATUS

2.

SET _OF_BOOKS_ID

3.

ACCOUNTING_DATE

AIEAS.ACCOUNTING_DATE

4.

CURRENCY_CODE

AIEAS.CURRENCY

5.

DATE_CREATED

SYSDATE

6.

CREATED_BY

User_ID

7.

ACTUAL_FLAG

AIEAS.BALANCE TYPE

8.

USER_JE_CATEGORY_NAME

AIEAS.JOURNAL CATEGORY

9.

USER_JE_SOURCE_NAME

AIEAS.JOURNAL SOURCE

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AIEAS.STATUS
Parameter based on the Profile Option

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AIES

Smart - Implementation of Oracle Applications R11.5.10 Financial Modules


S.No

ORACLE APPLICATIONS COLUMN NAME

COLUMN MAPPING ( H = Header/


L = Line ) .Column Name

DEFAULT / OTHER VALUES.

10.

CURRENCY_CONVERSION_DATE

NA

11.

USER_
CURRENCY_CONVERSION_DATE

NA

12.

CURRENCY_CONVERSION_RATE

NA

13.

SEGMENT -1

AIEAS.COMPANY

14.

SEGMENT -2

AIEAS.STATION

15.

SEGMENT -3

AIEAS.DEPARTMENT

16.

SEGMENT -4

AIEAS.ACCOUNT

17.

SEGMENT -5

AIEAS.SUB ACCOUNT1

18.

SEGMENT -6

AIEAS.SUB ACCOUNT2

19.

SEGMENT -7

AIEAS.FUTURE

20.

ENTERED_DR

AIEAS.AMOUNT

21.

ENTERED_CR

If the DR_CR Code = 1then the amount


should be populated in this column

22.

ACCOUNTED_DR

GL_INTERFACE.ENTERED_DR

23.

ACCOUNTED_CR

GL_INTERFACE.ENTERED_CR

24.

REFERENCE 1 BATCH NAME

Expenditure Accounting System


<Sysdate> . Sysdate represents the
date on which the program is run

25.

REFERENCE 2 BATCH DESC

Expense System

26.

REFERENCE 4 JOURNAL ENTRY


NAME

Expenditure Accounting System

27.

REFERENCE 5 JOURNAL ENTRY


DESC

Expenditure Accounting System


Sequence

28.

REFERENCE 10 JOURNAL ENTRY


LINE DESC

Blank

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If the DR_CR Code = 3 then the value


should be populated in this column

Smart - Implementation of Oracle Applications R11.5.10 Financial Modules

Column Validation Rules


It is assumed that columns not covered under this heading do not have any
validation.
Numbering is continued from the section Business Rules.
Column Validation Rule 1: GL_INTERFACE.SEGMENT4 (Account)
The Oracle Account Code should be populated based on the mapping
FND_LOOKUP titled XXAI_ACCOUNT_MAPPING from the
FND_LOOKUP_VALUES.DESCRIPTION WHERE FND_LOOKUP_VALUES.CODE =
AIEAS.ACCOUNT

Assumptions
This design assumes that the following statements are true:
Since no validations in AIES can be done as to whether data is
transferred or not to GL, it is assumed that users will ensure that the
data once transferred is not transferred again.
It is assumed that all expenses incurred in a period are paid with in the
same period; hence no accrual entries are transferred to General
Ledger.
No additional calculations will be require, except for summarization of
the journal entries
Mapping of Account codes in AIES and Oracle Applications are
maintained up-to-date. Else few journal entries because of wrong
mapping or absence of mapping may create wrong journal entries or
fail to create all journal entries.
The text file is placed in the designated place in the Production Server
before import

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Test Script
Refer to the User Guide : User Procedurs_GL Interface.Doc

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Open and Closed Issues for this Deliverable


Open Issues

ID

Issue

Resolution

Responsibility

Target Date

Impact
Date

Responsibility

Target Date

Impact
Date

1
2
3
4

Closed Issues

ID

Issue

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Resolution

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