Oracle - Impact of SLA on GL

Release 12 - Impact of Subledger Accounting (SLA) on General Ledger An Oracle White Paper [May] [2007]

R12 � Impact of Subledger Accounting on General Ledger Page 2

Release 12 – Impact of Subledger Accounting (SLA) on General Ledger

TABLE OF CONTENTS

Executive Overview ......................................................................... 3 Introduction...................................................................................... 3 Scope ................................................................................................ 3 Overview .......................................................................................... 3 Impact of SLA on Drilldown............................................................ 5 Impact of SLA on Journal Import .................................................. 16 Technical Reference....................................................................... 23


Impact of Subledger Accounting (SLA) on General Ledger

EXECUTIVE OVERVIEW

The purpose of this document is to familiarize the users of Oracle Applications Release 12 (R12) with the Impact of Subledger Accounting on the two main functionalities of General Ledger - Drilldown and Journal Import. The aim is to know the changes brought in by Release 12 and to understand the advantages and effects of the same.

INTRODUCTION

With the Release 12 of Oracle Applications, Subledger Accounting (SLA) has been introduced. This is a Rule-based accounting engine, toolset & repository supporting Oracle E-Business Suite modules (also called as subledgers). The main idea behind this introduction is to have an option of allowing multiple accounting representations for a single business event, resolving conflicts between corporate and local fiscal accounting requirements. Also this introduces a common data model and user interface (UI) across subledgers, replaces various disparate 11i setups, providing single source of truth for financial and management analysis. Due to SLA, there are some changes in the functionalities of General Ledger. There are also certain setups that need to be done in General Ledger for SLA.

SCOPE

The scope of this Document is to understand the changes brought by SLA in the two main functionalities of General Ledger - Drilldown and Journal Import. The document would also discuss some of the SLA setups that need to be done in General Ledger. Some table level details are also provided which may help in customizations or troubleshooting. Please note that the document is mainly referring to the changes brought by SLA and hence for the details on the functionalities that are similar to the prior releases, please refer to Oracle General Ledger User Guide for Release 12.


OVERVIEW

For understanding the Impact of SLA on General Ledger, we have divided this document into three parts:

1] Drilldown – This will deal with the change in the Drilldown data, which appears now. Also the setups, which decide what data, can be viewed and how data can be secured.

2] Journal Import – This will deal with the transfer of data from Subledgers to General Ledger. This will also explain the various setups that are done for the Ledger which govern the import for various applications.

3] Technical Reference – This will give the technical references, for journal import and drilldown functionalities, which will help in understanding the architecture and will also help in troubleshooting.


Part I :

Impact of SLA on Drilldown in General Ledger


Drilldown functionality enables users to navigate from a Journal in General Ledger to the Subledger Journal Entry in SLA and from there to the transaction which has resulted into that journal. To enable Journal drilldown from General Ledger, the "Import Journal References" option should be enabled for the Source. This can be checked under General Ledger Responsibility at Setup -> Journal -> Sources -> Define. Only when this is enabled, the reference data is populated by SLA engine. The Drilldown in Release 12 is different from the prior releases of the Application. R12 drilldown is Web based and not in the Forms. The following screenshots show the Drilldown functionality in Release 12: Navigation to perform Drilldown is the same as in Release 11i. Journals -> Enter -> Review Journal Select the journal line and click on “Lines Drilldown”.


Drilldown can also be performed from: Tools -> Drilldown

As mentioned above, Drilldown opens the Web Page instead of Form.


The SLA Page for Drilldown shows the following: • GL Journal Line information • Subledger Journal Line information


There are two Options available on this SLA page: • View Transaction • View Journal Entry

‘View Transaction’ will take us to the Subledger Transaction form. E.g for the current journal line, since the Source was Payables, it opens Invoice Workbench.


‘View Journal Entry’ will take to the Subledger Journal Entry details


View Journal Entry has three parts to it. 1. Transaction Information 2. Additional Information (this is hidden by default) 3. Line Details


Apart from this there are some extra details shown at the top of the page, which is the header level information for the Subledger Transaction. Some of the important fields in header part of the Subledger Transaction Journal are: • Ledger Name • Journal Entry Status • Balance Type • GL Date

This is the 'Transaction Information' section of Subledger Journal Entry page. The fields here will change based on the transaction and the subledger in which the transaction was entered. Since the example transaction is entered in Payables, it is showing the details of the invoice and the supplier.


This is the 'Additional Information' section of Subledger Transaction Entry page. This section shows the details of • Event • General Ledger • Sequences • Application Accounting Definition Note that Event and Application Accounting Definition are important from SLA side. However, from GL perspective the relevant details are Period, Transfer to GL Date and Transfer to GL status.


This is the last section, 'Lines' of the Subledger Journal Entry page. The important details in this section are: • Code Combination • Currency • Entered Debits and Credits • Accounted Debits and Credits Select the link 'Show' for any of the lines to view additional details for the transaction line


This page gives various details for transaction line from the subledgers side. Thus the Drilldown from General Ledger, takes us to the Subledger Journal Entry which shows the details of the Subledger journal. From here we can further drilldown to the Subledger Transaction.

Profile Options related to Drilldown: SLA: Enable Subledger Transaction Security in GL

This profile option controls whether the drilldown to SLA will enforce the transaction security of the application owning the Transaction. For example, if one drills down to Payables, he will only be able to see Journals for transactions belonging to operating units to which he has access (based on your MO: Security Profile.) Thus drilldown can be restricted to the Operating Units to which the responsibility has access. In case the GL responsibility does not have access to a particular Operating Unit, the Drilldown will not show any data.


Part II :

Impact of SLA on Journal Import in General Ledger


The way Journal Import is triggered from the subledgers has undergone a major change in Release 12. Execution of Journal Import from the Subledgers depends on the setting of the Profile option “SLA: Disable Journal Import”.

The profile option “SLA: Disable Journal Import” can be set only at the Site level and hence will be applicable to all the subledgers/modules. The default value for this profile option is ‘No’ and this should NEVER be changed, unless suggested by Support or Development. Setting this profile option to ‘Yes’ breaks the link between SLA and GL, so GL no longer knows which journals came from SLA. This may cause problems with inquiry and drilldown on these journals in the future. This option is set to ‘Yes’ only in cases where GL is on a separate instance than SLA. SLA: Disable Journal Import set to No. Value ‘No’ for this profile option indicates that Journal Import will ALWAYS accompany the transfer of data from Subledger. Another main implication of this value is that, on failure of Journal Import, the data will be rolled back to SLA tables and hence we will not have any data in GL_INTERFACE. Note that for this setting of the profile option, General Ledger will have very little part to play, as any error in Journal Import will take the data back to SLA tables and GL_INTERFACE will not have any data in it. This will also mean that “Journal -> Import -> Run” and “Journal -> Import -> Correct” forms will not be used for the Subledger data as GL_INTERFACE will never have any data for them. However, these forms will continue to be used for the data, which is being transferred from some other sources such as Legacy or some user defined sources for which data is populated in GL_INTERFACE table, and then Import is run in General Ledger. Whenever data is transferred from the subledgers, the request doing so, will also trigger the Journal Import program. The name of the program to transfer data to GL, will change as per the subledger; we have explained the behavior below with respect to the Payables module. In Payables, there are three options for transferring data to GL:


1. When Online Accounting is done for Payables transactions, there are three options available (Refer Screenshot below):

a. Draft b. Final c. Final Post

For any value of the profile option, Draft and Final options work in the same way i.e draft mode creates the SLA journals in Draft mode which can be modified afterwards; Final mode creates SLA journals and the transaction can not be modified after this. The SLA journal can then be transferred to General Ledger. Transfer of the journals created in Final Mode is done using ‘Transfer to General Ledger’ concurrent request. However “Final Post” works differently for the two values of the Profile option. If profile option is set to No, then “Final Post” creates the SLA journals in Final mode, transfers the data to GL_INTERFACE, runs Journal Import and triggers the General Ledger Posting program too.

2. When Accounting is done from Submit request form i.e by

running the request “Create Accounting”, it gives the following options:

a. Mode: Draft or Final b. Transfer to General Ledger


c. Post in General Ledger

If “Transfer to General Ledger” is selected as Yes, then the data is transferred to GL_INTERFACE and immediately after that Journal Import request is also triggered. In case of any errors, the data is rolled back to SLA tables.

3. If Accounting is done in Final Mode and we are transferring

the data by running the request “Transfer Journal Entries to GL” request, it gives the option of “Post in General Ledger” which refers to the Posting program in General Ledger.

Thus there is no option for Journal Import as Journal Import will always be triggered by the Transfer program. From points 1, 2 and 3, it is evident that Journal Import has become an inbuilt part of the Transfer Journal Entries program of SLA in Release 12. Thus when the profile option “SLA: Disable Journal Import” is set to “No”, GL_INTERFACE table will never have data for Subledgers. ”SLA: Disable Journal Import” set to Yes This setting for the profile option indicates that the transferring of data from Subledgers will take place in the same manner as it happens in Release 11i. However changing the value of the Profile option to Yes is strictly not suppported and should NEVER be used as this may lead to issues related to the linking between SLA and GL journals. For this value of profile, the


Transfer to GL programs of the subledgers, populates the data in GL_INTERFACE and then Import needs to be run manually from GL. In case the subledger is providing the option of running the journal import too along with the transfer to GL, then the request will fire the Journal Import also. However in case of a Journal Import error, the data will remain in GL_INTERFACE table.

Setups related to Journal Import:

1. Journal Import can be run in Summary or Detail mode. This can be set for each application, as per the requirement. By default this is set to “Summarize by GL Period”, but can be changed as per the requirement. The setup can be changed from:

• General Ledger responsibility • Financials -> Accounting Setup Manager ->

Accounting Setups • Query for the Ledger being used • Update Accounting Options • Select update for “Subledger Accounting Options” • “Update Accounting Options” for the Application • Here there is an option “General Ledger Journal

Entry Summarization”, which can be set to following values:

i. Summarize by GL Date (Journal Import will create summary journals based on Acccounting Date)

ii. No Summarization (Journal Import will create journals in Detail mode)

iii. Summarize by GL Period (Journal Import will create summary journals based on Period to which the Accounting Date falls)

Thus the option “General Ledger Journal Entry Summarization” will determine if the Import for the application is being done in Detail or Summary mode.


2. Prior to Release 12, it was needed that the Journal Import should be run in the same language as the language, which was used to transfer data to GL_INTERFACE. Though this is not much relevant now (the transfer and journal import are triggered together); still Journal Import can be made independent of the language. This can be achieved by running journal import using the Source and Category Key.

Generally the columns user_je_source_name and user_je_category_name in gl_interface, correspond to the columns GL_JE_SOURCES.user_je_source_name and GL_JE_CATEGORIES.user_je_category_name respectively. These values change for the different language and thus making journal import language-dependent. However while defining the sources (General Ledger Responsibility : Setup -> Journal -> Source), if the option “Import Using Key” is selected, then import refers to GL_JE_SOURCES.je_source_key and GL_JE_CATEGORIES.je_category_key. These being the Key values are common across languages and hence journal import becomes language independent.

3. While running Journal Import from General Ledger responsibility, the LOV of Ledger appears provided there is data in the table GL_INTERFACE for the ledger and the Data Access Set attached to the responsibility has either Full or Read/Write access to the Ledger.


Journal -> Import -> Run LOV for Ledger. In case a different Interface table is being used, the LOV will check for the data in GL_INTERFACE_CONTROL instead of GL_INTERFACE.

4. Data Access Sets do apply to Journal Import too. To be able to import data, one should have either Full or Read/Write Access to the ledger and all the Balancing Segment Values for which data is populated in GL_INTERFACE. In case one does not have access to the Ledger at all, the LOV for Ledger will not appear in Journal -> Import -> Run screen and hence he will not be able to submit Journal Import. If there are multiple balancing segments in the data in GL_INTERFACE, and the responsibility has access to a few and not to others, then you will be able to run Journal Import but it will complete in Warning and data will not be imported. Error shown in the Journal Import Execution report would be: EM29 : You do not have access to this ledger and account combination.


Part III : Technical Reference

R12 � Impact of Subledger Accounting on General Ledger Page24

Drilldown from General Ledger takes us to the SLA Journal details. The technical flow for this is as follows: Drilldown is performed from Journal lines in General Ledger. This data is stored in the table GL_JE_LINES. The link between SLA data and data in GL is through the table GL_IMPORT_REFERENCES. Note that data is populated in GL_IMPORT_REFERENCES only if “Import References” option is selected in the Journal source definition. The data can be mapped from GL_JE_LINES to GL_IMPORT_REFERENCES table using the columns je_header_id and je_lines_num. The SLA Journal line data is stored in the table XLA_AE_LINES. The header details are stored in XLA_AE_HEADERS. The data in GL_IMPORT_REFERENCES can be mapped to XLA_AE_LINES using the columns gl_sl_link_id and gl_sl_link_table. Data can be transferred from SLA to GL in either Summary or Detail mode. This option is defined for the Event Class, which is attached to the Journal Line Type. Journal Line Type is then attached to the Journal Line Definition, which is finally attached to the Subledger Accounting Method. Please note that if the transfer is done in Summary mode, then the Reference columns will not be populated in either GL_IMPORT_REFERENCES or GL_JE_LINES. Data from SLA, which comes to GL_INTERFACE, can then be imported in either Summary or Detail Mode. This option is set while defining the Ledger in the Accounting Setup Manager. If the import is in Summary mode, then the Reference columns are populated in GL_IMPORT_REFERENCES (provided data has come in Detail mode from SLA), while GL_JE_LINES will not have the Reference columns populated. On the other hand if data is Imported in Detail mode, both GL_IMPORT_REFERENCES and GL_JE_LINES tables will have the Reference columns populated (again provided the data has come in Detail mode from SLA). Please note that irrespective of the Mode of Transfer (Detail or Summary), Drilldown will work from GL to all the Subledgers that are using the SLA Engine.


To identify the mode of Transfer: Column gl_transfer_mode_code in XLA_AE_LINES indicates the transfer mode from SLA to GL. For this column, value ‘S’ indicates that the transfer is done in Summary mode while ‘D’ indicates that the transfer is in Detail mode. For the Journal Import mode, the values for specific applications is stored in the table XLA_LEDGER_OPTIONS. This table stores the setup for various applications for the Ledgers defined. The column indicating the Journal Import mode, is transfer_to_gl_mode_code. The values are: P : Summarized by Period A : Summarized by Accounting Date D : No Summarization i.e Detail mode


White Paper Title: Release 12 - Impact of Subledger Accounting on General Ledger May 2007 Author: Meenakshi Mehra Contributing Authors: Oracle Corporation World Headquarters 500 Oracle Parkway Redwood Shores, CA 94065 U.S.A. Worldwide Inquiries: Phone: +1.650.506.7000 Fax: +1.650.506.7200 oracle.com Copyright © 2006, Oracle. All rights reserved. This document is provided for information purposes only and the contents hereof are subject to change without notice. This document is not warranted to be error-free, nor subject to any other warranties or conditions, whether expressed orally or implied in law, including implied warranties and conditions of merchantability or fitness for a particular purpose. We specifically disclaim any liability with respect to this document and no contractual obligations are formed either directly or indirectly by this document. This document may not be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without our prior written permission. Oracle, JD Edwards, PeopleSoft, and Siebel are registered trademarks of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective owners.

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Oracle - Impact of SLA on GL

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