Field Readiness Workshop

Multiple Organizations and Oracle General Ledger

Hands-On Exercises

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 Table of Contents
INTRODUCTION...............................................................................................................4
Environment Information......................................................................................................................................................4
Environment Issue: Mouse Loses Focus...............................................................................................................................4
R12 MULTI-ORG EXERCISES.........................................................................................5
MOAC Exercise 1: Create Global Security Group...............................................................................................................5

MOAC Exercise 2: Enter AP Invoice......................................................................................................................................6

MOAC Exercise 3: Specify User Preferences........................................................................................................................7

R12 GENERAL LEDGER EXERCISES............................................................................8
GL Exercise 1: Create Accounting Setup...............................................................................................................................8
Scenario:................................................................................................................................................................................8
Task 1: Create Legal Entity...................................................................................................................................................9
Task 2: Create Accounting Setup Structure...........................................................................................................................9
Task 3: Assign Specific Balancing Segment Value (BSV) to your Legal Entity.................................................................10
Task 4: Complete Primary Ledger Definition......................................................................................................................11
Task 5: Complete Reporting Currency................................................................................................................................11
Task 6: Complete Secondary Ledger Definition.................................................................................................................12
Task 7: Complete Primary to Secondary Ledger Mapping.................................................................................................12
Task 8: Create and Assign Operating Unit to Primary Ledger............................................................................................12
Task 9: Complete Your Accounting Setup...........................................................................................................................13

GL Exercise 2: View System Generated Data Access Sets..................................................................................................13

GL Exercise 3: Create Ledger Set.........................................................................................................................................14

GL Exercise 4: Assign Ledger Set to Responsibility............................................................................................................15

GL Exercise 5: Open Periods for a Ledger Set and Ledger...............................................................................................16

GL Exercise 6: Create Data Access Sets with Read/Write Access....................................................................................16

GL Exercise 7: Enter Journals Using Different BSVs.........................................................................................................18

GL Exercise 8: View Journal Converted to Reporting Currency......................................................................................19

GL Exercise 9: View Journal Replicated to Secondary Ledger.........................................................................................19

GL Exercise 10: Enter STAT Currency Journals................................................................................................................19

GL Exercise 11: Create Mass Allocation Using a Ledger Set.............................................................................................20

GL Exercise 12: Define Definition Access Sets and Secure Definitions.............................................................................24

GL Exercise 13: Account Analysis and Drilldown...............................................................................................................25

GL Exercise 14: Sequencing..................................................................................................................................................27

GL Exercise 15: Copy and Post a Journal to See Sequencing Effect.................................................................................29

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GL Exercise 16: Journal Line Reconciliation......................................................................................................................29

GL Exercise 17: FSG..............................................................................................................................................................31

Task 1: View Row Set and Add Ledger Set to Account Assignments.................................................................................31
Task 2: Create Column Set..................................................................................................................................................32
Task 3: Create FSG Report..................................................................................................................................................33
Task 4: Submit FSG Report.................................................................................................................................................33
GL SOLUTIONS..............................................................................................................34
Solution: GL Exercise 1: Create Accounting Setup.............................................................................................................34
Task 1: Create Legal Entity.................................................................................................................................................34
Task 2: Create Accounting Setup Structure.........................................................................................................................34
Task 3: Assign Specific Balancing Segment Value (BSV) to your Legal Entity.................................................................36
Task 4: Complete Primary Ledger Definition.....................................................................................................................36
Task 5: Complete Reporting Currency................................................................................................................................37
Task 6: Complete Secondary Ledger Definition.................................................................................................................37
Task 7: Complete Primary to Secondary Ledger Mapping.................................................................................................38
Task 8: Create and Assign Operating Unit to Primary Ledger............................................................................................38
Task 9: Complete Your Accounting Setup...........................................................................................................................39

Solution: GL Exercise 2: View System Generated Data Access Sets.................................................................................39

Solution: GL Exercise 3: Create Ledger Set........................................................................................................................39

Solution: GL Exercise 4: Assign Ledger Set to Responsibility...........................................................................................40

Solution: GL Exercise 5: Open Periods for a Ledger Set and Ledger...............................................................................41

Solution: GL Exercise 6: Create Data Access Sets with Read/Write Access....................................................................42

Solution: GL Exercise 7: Enter Journals Using Different BSVs........................................................................................43

Solution: GL Exercise 8: View Journal Converted to Reporting Currency.....................................................................44

Solution: GL Exercise 9: View Journal Replicated to Secondary Ledger.........................................................................45

Solution: GL Exercise 10: Enter STAT Currency Journals...............................................................................................46

Solution: GL Exercise 11: Create Mass Allocation Using a Ledger Set............................................................................46

Solution: GL Exercise 12: Define Definition Access Sets and Secure Definitions............................................................48

Solution: GL Exercise 13: Account Analysis and Drilldown..............................................................................................51

Solution: GL Exercise 14: Sequencing..................................................................................................................................53

Solution: GL Exercise 15: Copy and Post a Journal to See Sequencing Effect................................................................55

Solution: GL Exercise 16: Journal Line Reconciliation......................................................................................................56

Solution: GL Exercise 17: FSG.............................................................................................................................................61

Task 1: View Row Set and Add Ledger Set to Account Assignments.................................................................................62
Task 2: Create Column Set..................................................................................................................................................62
Task 3: Create FSG Report..................................................................................................................................................63
Task 4: Submit FSG Report.................................................................................................................................................64

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Page 4 of 65 366198167.doc
Introduction

The following exercises will demonstrate the R12 new features in Shared Services (Multi-Org
Access Control) and General Ledger. These exercises build upon each other so you must
complete the prior exercise before proceeding to the next exercise. In this hands-on, we will
be using the existing Vision Operations (USA) ledger and as well as your own ledgers that you
will define to avoid testing collisions.

Each exercise has a solution at the end of this document.

Environment Information
Database: f12x9pre
URL: http://ap6299rt.us.oracle.com:8091/OA_HTML/OA.jsp?OAFunc=OAHOMEPAGE
Login: Operations/Welcome

Environment Issue: Mouse Loses Focus

There is a tech stack issue. According to the bug 5209985, the issue is fixed, but we
noticed the issue has returned while preparing these exercises.
Sun Microsystems is beta testing a fix for this and we anticipate that the customer will
not experience this. You may encounter this during your hands-on.

Please follow the following steps as a workaround:

1. Click your mouse in the Java Console window opened by the Forms session, then
click back to Forms
2. If your java console window does not open when Forms are launched, then
do the following:
Click Start > Settings > Control Panel > Java > Enable Java Console Window

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R12 Multi-Org Exercises

Prerequisites

Define a User
1. From the System Administrator responsibility, open the Users form. (N) Security >
User> Define
2. Create a user for yourself and assign the following responsibilities:
System Administrator
Human Resources, Vision Enterprises
Payables, Vision Operations (USA)
General Ledger, Vision Operations (USA)
Define a Payables Responsibility
1. From the System Administrator responsibility, open the Responsibilities form. (N)
Security > Responsibility > Define
2. Create a Payables responsibility and name it <Your Initials> MOAC AP.

Heres a screen shot to help you complete the fields:

Assign Responsibility to User

1. From the System Administrator responsibility, open the Users form. (N) Security >
User> Define
2. Assign the AP resp. to your user.

Log in as the New User

1. Login using your username and password.

MOAC Exercise 1: Create Global Security Group

Vision Operations has many worldwide subsidiaries and it is a shared service center. You want
your data entry clerks in the US to be able to enter, view and report on transactions across the
following operating units that are in different business groups:

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 Vision Operations (Vision Corporate Business Group)
Vision Health Services (Vision Health System Business Group)
Vision Construction (Vision Corporate Business Group)

Task 1: Define Global Security Profile

1. From the Human Resources, Vision Enterprises responsibility, open the Global Security
profile page (N) Security Global Profile.
2. Define a Global Security Profile named <Your Initials> US Users Security Profile.
3. For the security type, choose Secure Organizations by organization hierarchy and/or
organization list. Operating Unit and Inventory Org.
4. Choose to Exclude Business Groups.
5. Assign the following Operating Units:
Vision Operations
Vision Health Services
Vision Construction

Task 2: Run the Security List Maintenance Program

1. Submit the Security List Maintenance program. Generate it for One Named Security
Profile for the Security profile you just created.

Task 3: Assign the Security Profile to the MO: Security Profile

1. Assign the following values for the profile options for the responsibility <Your Initials>
MOAC AP resp.
Profile Option Value
MO: Security Profile <Your Initials> US Users Security Profile.
MO: Default Operating Unit Vision Operations

MOAC Exercise 2: Enter AP Invoice

Confirm your access to multiple OUs from a single AP responsibility.

Task 1: Access Multiple OUs from AP Invoice Workbench

1. From the <Your Initials> MOAC AP responsibility, open the Invoice Workbench and open
the list of values for the Operating Unit field.
2. You should see three OUs.

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 MOAC Exercise 3: Specify User Preferences
Define your own user preference to restrict the number of OUs you see to just 2 out of 3 OUs.
Also, change the Default Operating Unit to Vision Construction for your user.

1. From the Payables responsibility, open the Multi-Org Preferences page. (N) Setup
> Options > User Operating Unit Preferences.
2. Specify Vision Construction as the default Operating Unit.
3. Select Vision Construction and Vision Operations to be your preferred OUs.
4. Log out and log back in to see the effect.
5. Open the OU List of Values in the AP Invoice Workbench to see the effect.

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R12 General Ledger Exercises

Login: Operations/Welcome
Responsibility: General Ledger, Vision Operations (USA)

GL Exercise 1: Create Accounting Setup

Scenario:
Vision Operations (USA), a US-based company, has just acquired a Company in France called
<Your initials> France Outfitters, a retail apparel company. Companies who operate in France
must meet local reporting requirements using the French COA, French Calendar, and local
currency in euros. There are also strict rules about using independent document sequencing and
VAT tax by legal entity.

The parent company, Vision Operations (USA), has multiple legal entities that share the same
primary ledger. The following are the ledger attributes for their corporate ledger (primary
ledger):
Ledger Attributes for Parent Company, Vision Operations (USA)
Name Vision Operations (USA)
Short Name Vision Operations
Chart of Accounts Operations Accounting Flex
AccountingCalendar Accounting/Month
Currency USD
Subledger Accounting Method Standard Accrual
First Opened Period Sep-06

You will need to define a new accounting setup for the newly acquired French Company that has
one legal entity and operating unit (that you will define), a primary ledger that represents the
corporate representation, a secondary ledger at the subledger level to represent the statutory
representation, and a journal level reporting currency assigned to the primary ledger for
corporate reporting and consolidation needs.

Here is the graphical representation of the accounting setup you will define:

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Task 1: Create Legal Entity
(N) Setup > Financials > Accounting Setup Manager > Accounting Setups > Legal Entity Tab
(B) Create Legal Entity

Using the Legal Entities tab in Accounting Setup Manager, create a new legal entity as follows.
Note: Only the required attributes are listed here to quickly create a legal entity.

Territory France
Legal Entity Name <Your Initial> France Outfitters
Organization Name <Your Initial> France Outfitters
Legal Entity Identifier <Your Initials>F123456
SIREN <Your Initials>F123456
SIRET <Your Initials>F123456
Transacting Entity Yes
Address 100 Paris Ave, 12615, Paris
Hint: The Address Code is IC4_110_B9
Also, you can search by City called Paris.

Task 2: Create Accounting Setup Structure

(N) Setup > Financials > Accounting Setup Manager > Accounting Setups > (B) Create Accounting Setup

1. Please define an accounting setup structure that includes the following setup
components:

Legal Entity: <Your Initial> France Outfitters

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 Hint: You should assign the legal entity you just created.
The following ledgers and journal level reporting currency assigned to the primary
ledger

Type of Name Chart of Accounting Currency Subledger

Ledger Accounts Calendar/Period Accounting Method
Type
Primary <Your Initials> Operations Accounting/Month EUR Standard Accrual
Ledger France PL (Corp) Accounting Flex
(EUR)
Secondary <Your Initials> FRENCH COA Accounting/Month EUR French Statutory
Ledger France SL (Stat)
(Subledger) (EUR)
Note: The Data Conversion for the SL should be Subledger

Journal Level RC for PL

Currency Currency Conversion Level Description
USD Journal Journal Level RC for PL France
Corp

2. Verify that your structure looks something like this before saving the structure:

3. Once you finish creating your structure, you will receive a confirmation message
informing you that you can define your accounting options now or later. Choose to define
your accounting options now.

Task 3: Assign Specific Balancing Segment Value (BSV) to your Legal Entity

1. Update the balancing segment values and assign value 33 to your legal entity.

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Task 4: Complete Primary Ledger Definition
You need to completely define your primary ledger before you can complete any of the setup
steps.
1. Use the following information to complete your primary ledger:

Name <Your Initial> France PL (Corp) (EUR)

Short Name <Your Initials> Whatever you want
First Opened Period Sep-06
Number of Future Enterable 1
Entered Currency Balancing Account 01-110-5280-0000-000
Retained Earnings 01-000-3310-0000-000
Default Period End Rate Type Corporate
Default Period Average Rate Type Corporate
Cumulative Translation Adjustment Account 01-000-3500-0000-000
2. Notice the status is now Complete.
3. Click on the link of the primary ledger name to view a summary page of your ledger
options.

Task 5: Complete Reporting Currency

1. Use the following to completely define your primary ledgers reporting currency:
Note: The name of the reporting currency is system-generated and named after the
source ledger with the currency of the reporting currency appended to the end of the
name.
2. Change the name of the journal level reporting currency to <Your Initials> France RC
(USD).
Name <Your Initials> France RC (USD)
Short Name Same as name
Default Rate Type Reporting
Retain Transaction Rate Type Yes
3. For the Journal Source and Category Conversion, choose to convert all journals with the
source and category Other to this reporting currency.
4. Add another source and category rule to NOT convert journal source Manual and
Category No Replication to RC. This category was user-defined for you. What this
means is any journals entered using that source and category in the Primary ledger will
NOT be converted and replicated to this Reporting Currency.
5. Confirm that your Journal Source and Category Conversion looks like this:

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 6. Notice that the status is now complete.

Task 6: Complete Secondary Ledger Definition

1. Use the following information to complete your secondary ledger:

Name <Your Initials> France SL (Stat) (EUR)

Short Name <Your Initials> Whatever you want
First Opened Period Sep-06
Number of Future Enterable 1
Entered Currency Balancing Account 01.110.472000.0000.000
Retained Earnings 01.000.120000.0000.000
2. Notice the status is now Complete.

Task 7: Complete Primary to Secondary Ledger Mapping

1. Use the following information to complete your secondary ledger:
COA Mapping: FR Operations to French COA
Post Journals Automatically from Source Ledger: Yes
Retain Journal Creator from Primary Ledger: Yes

2. For the Journal Source and Category Conversion, leave the default. Journals with the
source and category Other should be transferred to this Secondary Ledger by the
Posting program.
Notice that by default, many of the subledger sources are set to No in the Transfer
Journals to this Secondary Ledger column. Thats because they integrate with SLA and
SLA handles the transfer to the SL for subledger sources.
3. Notice the status for this step is complete now.

Task 8: Create and Assign Operating Unit to Primary Ledger

1. Add an Operating Unit using the following information:

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 Name: called <Your initials> France OU.
Short Code: <Your initials> France
Business Group: Vision France
Default Legal Context: TAH France Outfitters
2. When finished complete this step
3. Update the Operating Unit step again and view your information.
4. When finished, click Return to Accounting Options.

Task 9: Complete Your Accounting Setup

1. Now that you have completed the required set up steps, you can complete the accounting
setup by clicking the Complete button.
Note: Youll notice that the Balancing Segment Value Assignments step for the Primary
and Secondary Ledgers shows In progress . This is a minor bug. Whenever you assign
BSVs to the LE, it automatically changes the Balancing Segment Value Assignments step
for the ledgers to In Process. You can do nothing and complete the accounting setup or
you can open that step and click the Complete button without assigning any BSVs to the
ledger.
2. Complete your accounting setup to prepare your ledgers for data entry. This will submit
the General Ledger Accounting Setup Program that will generate all of the system-
generated data access sets.
3. Ensure your request completes successfully and proceed to the next exercise.

GL Exercise 2: View System Generated Data Access Sets

(N) Setup > Financials > Data Access Sets

View the three system generated data access sets that were created for you. The access set
type will be full ledger providing full read and write access to the ledger and/or reporting
currency. The system generated data access sets cannot be updated; they will be in read only
mode.

The following details the three data access sets created for you and named after the ledgers
and reporting currencies you defined:
1. Reporting Currency: You should have a data access set for the Journal level Reporting
Currency that only includes read and write access to the Reporting Currency.
2. Primary Ledger (includes Reporting Currency): You should have a data access set named
after your Primary Ledger that includes both the Primary Ledger and Reporting Currency
with full read/write access to both.
3. Secondary Ledger: You should have a data access set named after your secondary ledger
that provides full read and write access to the secondary ledger.

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 GL Exercise 3: Create Ledger Set
(N) Setup > Financials > Ledger Sets

Vision Operations wants to minimize the overhead of maintaining separate ledgers and would like
to take advantage of processing efficiencies afforded by ledger sets, such as being able to open
and close periods for multiple ledgers simultaneously. Vision Operations is also a shared service
center and performs many accounting functions for the French subsidiary and therefore wants
to access multiple ledgers from a single responsibility.

1. Create the following ledger set that will be used by the Corporate Controller:

Ledger Set <Your Initials> Corp Ledger Set

Ledger Set Short Name <Your Initials>Corp Set
Description Corporate Ledger Set for US and France
Chart of Accounts Operations Accounting Flex
Accounting Calendar Accounting/Month
Default Ledger The French Primary Ledger you defined called <Your
Initials> France PL (Corp) (EUR)
Ledgers Vision Operations (USA)
The French Primary Ledger you defined called <Your
Initials> France PL (Corp) (EUR)
The French Reporting Currency you defined called <Your
Initials> France RC (USD)
2. When you save your ledger set, the General ledger Accounting Setup Program is
submitted and a system-generated data access set if created for you.
3. Open the Data Access Set page (Setup > Financials > Data Access Sets) and query the
system generated data access set that will be the same name as your ledger set.
4. It should look something like this where the ledger set is assigned to the data access set
providing full read and write access to the ledger set.

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 GL Exercise 4: Assign Ledger Set to Responsibility

In the previous exercise, you defined a ledger set. In order to use the ledger set and access the
ledgers in the ledger set, you must assign the ledger set to the GL: Data Access Set profile
option for a General Ledger responsibility.

Task 1: Define Responsibility

3. Change to the System Administrator responsibility.
4. Open the Responsibilities form. (N) Security > Responsibility > Define
5. Create two responsibilities for GL named as follows:
<Your Initials> GL Ledger Set.
<Your Initials> GL France SL (Statutory)

Heres a screen shot to help you complete the fields when defining both responsibilites:

Task 2: Assign GL: Data Access Set profile option to Responsibility

2. Open the Find System Profiles form. (N) Profile > System
3. Query by the following:
1. Responsibility: The name of the responsibility you just created.
2. Profile: GL: Data Access Set
4. Assign the following to data access sets to each responsibility:
Responsibility Data Access Set Comments
<Your Initials> GL <Your Initials> Corp Ledger Set This is the Ledger Set you created.
Ledger Set
<Your Initials> GL <Your Initials> France SL (Stat) (EUR) This is the system-generated data
France SL (Statutory) access set for the French SL that
uses a different COA.

Task 3: Define User

Note: If you completed the Multi-Org exercise, then you already defined a user. You need to
add just the GL responsibilities to your user.
1. Open the Users form. (N) Security > User> Define
2. Create a user for yourself and assign the following four responsibilities:
<Your Initials> GL Ledger Set

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 <Your Initials> GL France SL (Statutory).
System Administrator
Human Resources, Vision Enterprises
Payables, Vision Operations (USA)

Task 4: Log In as a New User

1. Log out and log back in as yourself.
2. Select the GL responsibility called <Your Initials> GL Ledger Set and proceed to the next
exercise.

GL Exercise 5: Open Periods for a Ledger Set and Ledger

Open the periods for September 2006, the first ever opened period, for all ledgers. Use the
SRS program to submit the Open Period program for the Ledger Set and the French Secondary
Ledger.
3. From the GL responsibility called <Your Initials> GL Ledger Set, navigate to the SRS window.
(N) Reports > Request > Standard
4. Submit the Open period program for the ledger set for Sep-06.
5. Switch responsibilities and do the same for secondary ledger called <Your Initials> France
SL (Stat) (EUR).

GL Exercise 6: Create Data Access Sets with Read/Write Access

You want to enforce security and control the ledger data that certain users can access. The
General Ledger Accountant in the shared service center should only have read access to BSV 01
for Vision Operations (USA) and read/write access to all balancing segment values for the
French Primary Ledger and its reporting currency.

Task 1: Define Data Access Set Using Balancing Segment Value Access Set Type
1. Navigate to the Data Access Sets window. (N) Setup > Financials > Data Access Sets
2. Create the following data access sets

Data Access Set Name <Your Initials> GL Accountant Access

Description Read access to Operations and write access to France
Chart of Accounts Operations Accounting Flex
Accounting Calendar Accounting/Month
Access Set Type Balancing Segment Value
Ledger Vision Operations
BSV: 01
Privilege: Read-Only
Ledger <Your Initials> France PL (Corp) (EUR)
BSV: All Values
Privilege: Read/Write
Ledger <Your Initials> France RC (USD)
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BSV: All Values
Privilege: Read/Write
Heres a screen shot:

Task 2: Define Responsibility and Assign Data Access Set

1. Change to the System Administrator responsibility.
2. Open the Responsibilities form. (N) Security > Responsibility > Define
3. Create another responsibility for GL called <Your Initials> GL Accountant Access.

Heres a screen shot to help you complete the fields:

5. Open the Find System Profiles form. (N) Profile > System
6. Query by the Responsibility above and Profile: GL: Data Access Set.
7. Assign the data access set <Your Initials> GL Accountant Access to the responsibility
with the same name.
8. Open the Users form. (N) Security > User> Define and query your user.
9. Assign this new responsibility to your user.

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 GL Exercise 7: Enter Journals Using Different BSVs

In this exercise, you will test the effects of using different data access sets when entering
journals.

Task 1: Enter Journal using BSVs with different read and write access
1. Select the responsibility <Your Initials> GL Accountant Access.
Remember, this responsibility can only read BSV 01 for Vision Operations but can
read and write to all balancing segment values for the France PL and RC.
2. Open the Enter Journals from (N) Journals > Enter
3. Click New Journal
4. Enter the Journal Name <Your Initials> Exercise 7 Rent
5. In the Ledger field, open the list of values and notice that Vision Operations (USA) is
not shown. This is because you only have read access to this ledger; you cannot write
to any of the values. You need to have write access to at least one balancing segment
value or management segment value to be able to choose the ledger at the Journal
Header.
6. Select the France primary ledger for the Sep-06 period.
7. Enter the following journal line:
Journal <Your Initials> Exercise 7 Rent
Ledger <Your Initials> France PL (Corp) (EUR)
Category Adjustment
Period Sep-06
Currency EUR
Line Account Debit Credit
1 01-000-7420-0000-000

8. You should receive an error message because remember you assigned balancing
segment value 33 to the French legal entity associated with this ledger in Exercise 1,
Task 3. Thus, even though your data access set provides read and write access to all
BSVs for the French ledgers, the read and write access is limited to the BSVs
assigned to the ledger. In this case, only value 33 is valid.
9. Change the journal lines as follows to record Rent expense:

Line Account Description Debit (EUR) Credit (EUR)

1 33-000-7420-0000-000 Rent Expense 10,000
2 33-000-1110-0000-000 Cash 10,000

10. Post this journal.

GL Exercise 8: View Journal Converted to Reporting Currency

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In this exercise, you will review the reporting currency journal that was automatically created
and posted when posted in the primary ledger.

1. Using the same responsibility <Your Initials> GL Accountant Access, open the Enter
Journals from (N) Journals > Enter.
2. In the Find Journals window enter the following criteria:
Batch name: <Your Initials> Exercise 7%
Period: Sep-06
3. You should see 2 posted journals.
4. Use Folder Tools to insert the Ledger column so you can better view the ledger
name of each journal.
5. Notice how both ledger journals are combined in the same batch.

GL Exercise 9: View Journal Replicated to Secondary Ledger

In this exercise, you will review the secondary ledger journal that was automatically created and
posted when posted in the primary ledger.

1. Switch responsibilities to the one for the French SL called <Your Initials> GL France
SL (Statutory).
2. Open the Enter Journals from (N) Journals > Enter.
3. In the Find Journals window, click Find.
4. Review the unposted journal. Notice how different accounts are used because the SL
uses a different account segment.
Note: If you do not want the SL journal automatically posted, then you can change
the option Post Journals Automatically from Source Ledger to No in the Primary to
Secondary Ledger Mapping step in Accounting Setup Manager.

GL Exercise 10: Enter STAT Currency Journals

You are the corporate controller and you need to record the headcount for France Outfitters
and Vision Operations. Assume the Controller uses the responsibility <Your Initials> GL Ledger
Set that has full read and write access to all ledgers.

Note: The balances from these journals will be used for the next exercise.

1. From the responsibility <Your Initials> GL Ledger Set, enter and post the following
journals, one for Vision Operations and one for the French primary ledger:

Journal#1 <Your Initials> Exercise 9 Headcount

Ledger Vision Operations
Category Adjustment

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Period Sep-06
Currency STAT
Line Account Debit (Stat) Credit
1 01-580-9110-0000-000 100
2 01-590-9110-0000-000 100
3 01-595-9110-0000-000 300
Total 500

Journal #2 <Your Initials> Exercise 9 Headcount

Ledger <Your Initials> France PL (Corp) (EUR)
Category Adjustment
Period Sep-06
Currency STAT
Line Account Debit (Stat) Credit
1 33-580-9110-0000-000 300
2 33-590-9110-0000-000 200
3 33-595-9110-0000-000 500
Total 1000

GL Exercise 11: Create Mass Allocation Using a Ledger Set

The Corporate Controller needs to reference balances from one ledger (the French primary
ledger) to allocate rent expense by each departments headcount across multiple ledgers in a
ledger set. In this MassAllocation, you will reference balances from the French primary ledger
in its rent expense account 33-000-7420-0000-000. And then based on the headcount by
department for the ledger set, you will create a journal that allocates the rent expense to
different ledgers.

1. From the responsibility <Your Initials> GL Ledger Set, open the Define MassAllocation
form.
2. Create the following mass allocation definition. (Note: FP is the parent value for BSVs 01
and 33. Department 599 is the parent value for departments 580, 590, and 595.)

Note: The Ledger field in the account column displays the ledger short names. If the
names look unfamiliar, you can query the ledgers in Accounting Setup Manager and change
the short names to be something more meaningful.

Mass Allocation Batch Name <Your Initial> Rent Allocation Comments

by Headcount
Balance Type Actual
Category Allocation
Currency EUR
Entered Currency Allocation Converted Amount

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A <Your Initials> France (EUR) -33-000-7420-0000-000 This is the cost pool. You
C-C-C-C-C-C want to choose the French
Ledger Currency: EUR Primary Ledger because the
Currency Type: Total ledger currency in Line A
Amount Type: PTD must match the transaction
currency EUR.
B <Your Initials> Corp Set-FP-599-9110-0000-000 You want to choose the
L-L-L-C-C-C Ledger Set in the B, C, T and
Ledger Currency: USD O lines.
Currency Type: Statistical
Amount Type: PTD
C <Your Initials> Corp Set -FP-599-9110-0000-000
S-S-S-C-C-C
Ledger Currency: USD
Currency Type: Statistical
Amount Type: STAT
T <Your Initials> Corp Set -FP-599-7420-0000-000 This is the target line where
L-L-L-C-C-C the resulting formula will
create journal lines. It will
write the balances to all
ledgers whose ledger
currency is USD as specified
in the B and C lines.
O <Your Initials> Corp Set -FP-000-7420-0000-000 This is the offset to balance
L-L-C-C-C-C the journal created in
multiple ledgers. It will write
the balances to all ledgers
whose ledger currency is
USD as specified in the B
and C lines.

3. Generate this MassAllocation for the Sep-06 period.

Note: In the Allocation Parameters, even though the Ledger and Balancing Segment Value
fields are required, the values you enter will be ignored. These fields are only used if you
specified null values in the MassAllocation definition. In this exercise, we did not specify
null values for those fields.

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4. Wait for the Run MassAllocations program to complete.
5. Query the generated journals. Two journals should have been created, one for Vision
Operations and another for the French Reporting Currency. Here is what the journals
should look like:

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Note: This is not the most realistic example because its rare that you would want to
write balances directly to the Reporting Currency without passing through its source
ledger. This is a limitation with MassAllocations because it is taking the currency from
the B and C lines to choose the ledgers in the ledger set that match that currency. In
this example, that is USD. This example would be more realistic if there were multiple
primary ledgers in the ledger set that shared the same ledger currency. This exercise
was intended to give you an idea of the R12 changes to MassAllocations.

Also, you can never zero out the cost pool using MassAllocations with ledger sets.
Remember the balance in the Rent Expense account 33-000-7420-0000-000 for the
France PL was 10,000 EUR (from Exercise 7). If the generated journal was for the
French PL instead of the RC, there would still be a balance of 3333.34 (10,000-
6666.66). You should use something like AGIS to record the Intercompany Payables and
Receivable to zero it out.

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 GL Exercise 12: Define Definition Access Sets and Secure Definitions

Now that youve worked so hard in defining your MassAllocation, you want to prevent other
users from modifying or using your definition. You will however, allow them to view it. Create a
definition access set to give read-only access to the mass allocation definition and assign it to
the General Ledger, Vision Operations (USA) responsibility that is assigned to the Operations
user.
Also, to have the full ability to assign definition access set controls, assign the Super User
Definition Access Set to your current responsibility, <Your Initials> GL Ledger Set.

1. From the responsibility <Your Initials> GL Ledger Set, open the Definition Access Set
window. (N) Setup > Financials > Definition Access Set >Define
2. Define a Definition Access Set called <Your Initials> View Only Access.
Note: You are only defining a name for your definition access set. You are not securing
definitions yet.
3. Navigate to the Definition Access Set Assignments form. (N) Setup > Financials >
Definition Access Set >Assign.
4. Assign the Definition Access Set to the responsibility General Ledger, Vision
Operations (USA) . Select the AutoAssign and the View check box for Automatic
Privileges.
5. To have the full ability to assign definition access set controls, assign Super User
Definition Access Set to your current responsibility, <Your Initials> GL Ledger Set.
6. Log out and log in as operations/welcome. Choose the resp. General ledger, Vision
Operations (USA).
7. Query your MassAllocation definition: <Your Initials> Rent Allocation by Headcount and
enable security and immediately click the Assign Access button and notice how the
allocation was automatically assigned with the View privilege.
Note: Some may argue that this is a security breach, because the user could quickly
change his privilege from View to Use and Modify. This is a technical limitation because
the concurrent program has not been submitted yet. It gets submitted when you save
your work. We provide function security on the Assign Access button so if you want to
prevent users from changing their privileges, you can hide the button from those
responsibilities.
8. Save your work and wait for the Compile Definition Access Set program to complete.
9. Requery the definition to see that you can only view it now. Also notice the Generate
button is disabled because you cannot use this definition.
10. Log out and log back in as your username/password and select the <Your Initials>
GL Accountant Access.
11. Query the MassAllocation. Notice you have full use, view, and modify privileges
even though the Super User Definition Access Set was not assigned to this
responsibility.

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 GL Exercise 13: Account Analysis and Drilldown

Perform an account analysis using a ledger set, create a view that can be reused and then
drilldown to subledger data for the Vision Operations (USA) ledger.

Task 1: Query Ledger Set, Create a View and Drill Down to Subledger

1. From the responsibility <Your Initials> GL Ledger Set, open the Account Analysis and
Drilldown window.
(N) Inquiry > Account Analysis and Drilldown
2. Perform an account inquiry using the following criteria:
Field Value Field Value
Ledger/Ledger Set <Your Initials> Corp Period From Sep-06
Ledger Set
Ledger Currency All Currencies Period To Sep-06
Account From 01-000-7420-0000-000 Display Summary No
Accounts
Account To 33-595-7420-0000-000 Display Accounts With No
No Activity
Balance Type Actual
Currency Total

3. Click Create View.

4. In the Create View window, enter a View Name, such as <Your initials> Corp Ledger
Set-Rent Expense.
5. On the bottom of the page, add the Account From field with value 01-000-7420-0000-000
and the Account To field with value 33-595-7420-0000-000.
6. Click Apply and View Results.
7. Balances for three ledgers should be returned to look something like this:

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 8. Click the PTD link for Vision Operations (USA) to drilldown on that balance.
9. For the Payables Batch, drill down further. By clicking the link.
10. Choose the View Transaction button to view the original transaction.

Task 2: Query Ledger Set with Currency Filter

1. Reopen the Account Analysis and Drilldown window.

2. Choose to create a new search.
3. Enter the same search criteria as above EXCEPT for the Ledger Currency choose USD.
This will grab all ledgers in the ledger set whose ledger currency is USD. This, two
ledgers will be returned. The Reporting Currency and Vision Operations. Heres an
example:

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 GL Exercise 14: Sequencing

The regulation in France enforces that each journal has to be sequenced. Please set up
sequencing for the secondary ledger, the statutory ledger, so that all General Ledger journals
are sequenced when posted.

In this exercise, you will learn how to query your accounting setup and define accounting and
reporting sequencing to the secondary ledger.

1. Navigate to the Accounting Setup Manager

(N) Setup > Financials > Accounting Setup Manager
2. Query the French accounting setup by legal entity, ledger, or reporting currency and
update the Accounting Options.
3. Update the Sequencing step for the French secondary ledger using the following
information:

Ledger <Your Initials> France SL (Stat) (EUR)

Sequence Event Sequence Entity Posting GL Journal Entry

4. Click Create to create the Sequence.

5. In the Create Sequencing Context page, enter the following:

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Require Assignment No
Note: Leave this unchecked. There is a bug.
Validate Sequence By Journal Effective Date
Assign Sequence By Journal Effective Date

6. Click Assign Sequences to open the Assign Sequences page.

7. Click the Create Sequence button.
8. Enter a name: <Your Initials> French SL Posting
9. In the Versions region, enter the following:

Name <Your Initials> 2006 Version

Start Date Sep 1 2006
Initial 199 (or any number you
Number choose)

Heres a screenshot

10. Click Apply. You should see the following:

Note: You need to enter another start date for the sequence assignment. The start date
for the sequence assignment must be on or after the start date for the sequence.

11. Click Apply.

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 12. Change the status of this step to Complete using the Status drop down box.

Youre finished. In the next exercise, you will post a journal to see the sequencing effects.

GL Exercise 15: Copy and Post a Journal to See Sequencing Effect

You want to quickly create a journal that is similar to the journal entered in Exercise 7 for the
Secondary Ledger. In this exercise, you will copy a journal directly from the secondary ledger,
post it, and view the sequence number assigned based on the sequence setup in the previous
exercise.

1. Change responsibilities to the French secondary ledger called <Your Initials> France SL
(Stat) (EUR).
2. Open the Enter Journals window.
3. Search for a journal, select it, and then copy it. The copied batch should be for the
current period, Sep-06. Name the batch anything you like.
4. Re-query the page until you see the copied journal.
5. Review the copied journal and click the Other Information tab. Notice that no
Accounting or Reporting Sequences have been assigned.
6. Post the journal.
7. Re-query the posted journal, review the journal, and click the Other Information tab to
see the accounting sequence assigned.

GL Exercise 16: Journal Line Reconciliation

You want to cross-reference journal entry lines for suspense account in General Ledger to
reconcile and ensure that balance in suspense accounts are cleared in a timely manner. In this
exercise, you will setup reconciliation and perform manual and automatic reconciliation.

1. From the responsibility <Your Initials> France SL (Stat) (EUR), open the Segment Values
window and search for the following:
(N) Setup > Financials > Flexfields > Key >
Title Accounting Flexfield
Structure French COA
Segment Account
Value 471000

2. Click on the Values, Hierarchy, Qualifiers tab and enable the Reconciliation qualifier for
Suspense Account 471000
Note: Alternatively, you can also go to the Account Combination form and enable
reconciliation for a specific account combination.

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 3. Navigate to the Accounting Setup Manager, search for the French accounting setup, and
update Accounting Options
4. Update Ledger Options for ledger Your Initials> France SL (Stat) (EUR) and enable
Journal Reconciliation for the ledger
5. Open the Enter Journals window and enter the following journals
(You received cash payment of $10,000 but you are not sure what the cash payment is for.
So for the time being, you post the balance to suspense account and enter a
reconciliation reference to ensure that the balance will be cleared from suspense account
appropriately.)

Journal #1 <Your Initials> Exercise 14 Reconciliation 1

Ledger <Your Initials> France SL (Stat) (EUR)
Category Adjustment
Period Sep-06
Currency EUR
Line Account Debit Credit Reconciliation Reference
1 33.000.103000.0000.000 10,000
2 33.000.471000.0000.000 10,000 SUSP

6. At the end of the month, you can run the SRS program to ensure that all the journal
lines have been reconciled.
Name Reconciliation - Unreconciled Transactions
Ledger Tah France SL (Stat) (EUR)
Currency EUR
Period From/Period To Sep-06

7. View the unreconciled transaction reports.

8. From the report, you can see that you have not allocated $1,000 from suspense
account. You did a little research and found out that the payment is a refund from
overpayment of insurance expense. So you enter another journal to debit the amount
from suspense account and credit it to insurance expense.
Journal #2 <Your Initials> Exercise 14 Reconciliation 2
Ledger <Your Initials> France SL (Stat) (EUR)
Category Adjustment
Period Sep-06
Currency EUR
Line Account Debit Credit Reconciliation Reference
1 33.000.471000.0000.000 10,000 SUSP
2 33.000.645200.0000.000 10,000
9. Now perform a manual reconciliation to reconcile the journals
(N) Journals > Reconciliation > Reconcile
10. Search for the journal lines to be reconciled
Ledger <Your Initials> France SL (Stat) (EUR)

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Currency US
Period From/Period To Sep-06

11. Mark the two journal lines that have reconciliation reference SUSP as reconciled.
Note that you can only reconcile journal lines that net to zero.
Note:
1. You can manually reconcile any journal lines (regardless of the
reconciliation reference) as long as the journal lines net to zero and the accounts have been
enabled for reconciliation
2. You can also submit the SRS program Reconciliation Automatic
Reconciliation to perform reconciliation automatically, however you can only reconcile journals
that have matching reference and matching BSV or Natural Account.

GL Exercise 17: FSG

Bug Alert: You must set the Profile Option called FSG: Enable Search Optimization to No if
using Ledger Sets in FSGs. Otherwise, no balances will be returned. This has already been set.
Bug Alert: (Bug 5532007) You cannot specify a ledger set at run-time; the report will end with
an error. This only matters if you left the ledger fields null in the row set and column set
because the ledger specified at run-time is used to fill the null values.

You need to define a simple expense report using ledger sets for the ledgers that use USD as
their ledger currency. Here is an example of the report:

The first column displays data for Vision Operations, the second column displays data for the
France Outfitters Reporting Currency (USD), and the last column uses a ledger set to
summarize balances across ledgers that use the USD ledger currency. Thus using a ledger set
for the 3rd column is similar to using calculations to add up columns 1 and 2.

Task 1: View Row Set and Add Ledger Set to Account Assignments
1. From the responsibility <Your Initials> Corp Ledger Set, open the Row Set Definition
window.
(N) Reports > Define > Row Set

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 2. View a Row Set that has already been defined called Ledger Set Expense Stmt.
3. Create a copy of this row set and name it <Your Initials> Ledger Set Expense.
4. Update the copied row set and add your ledger set to every account assignment in rows
10, and 20. Row 50 is a calculation.
5. Heres an example of each row:

Row Line 10 20
Line Item Employee Expenses Operational Expenses
Account Assignment
Ledger/Ledger Set <Your Ledger Set> <Your Ledger Set>
Account range 6000-6999 7000-7999

Row Line 50
Line Item Total Expenses
Excl. Headcount
Calculation Row 10 + 20

Task 2: Create Column Set

1. Navigate to the FSG Report - Column Set Definition window
(N) Reports > Define > Column Set
2. Create a new Column Set definition:
Column Set Name: <Your Initial> One Month By Ledger
3. Create the following columns in the column set. For the Account Assignment, specify only
the ledger field. The first 2 columns using single ledgers and the last column uses a
ledger set :

Position 45 70 85
Row Line 10 20 30
Format Mask 99,999,999.99 99,999,999.99 99,999,999.99
Factor Units Units Units
Amount Type PTD-Actual PTD-Actual PTD-Actual
Currency USD USD USD
Account Assignment
Ledger/Ledger Set Vision Operations France Reporting Currency <Your Ledger Set>
TTTTTT TTTTTT TTTTTT
4. Click Build Column Set.
5. Click Create Default Heading.
6. In place of the dotted lines for each column, enter the name of the Ledgers and for the
third column, enter Total like so:

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 7. When finished click Apply to save your work.

Task 3: Create FSG Report

1. Navigate to the FSG Report -Report Definition window

(N) Reports > Define > Report
2. Create a new Report definition:
Name: <Your Initial> Corp Expenses
Title: Corp Expenses
Row Set Name: <Your Initials> Ledger Set Expense
Column Set Name : <Your Initial> One Month By Ledger
3. Click the Control Values button and specify Control Value 1 and Statistical. In row 30 of
the row set, a control value was specified for the Headcount.

Task 4: Submit FSG Report

1. Navigate to the FSG Report Generation window

(N) Reports > Request > Financial
2. Run the report for September 2006 period and specify the French (USD) Reporting
Currency as the ledger.

Bug Alert: We found an issue that if you specified the Ledger Set at runtime, the report
completes with error. This should not happen. You should be able to specify a ledger set
at run time and then choose a ledger currency to filter the ledgers in the ledger set.

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GL Solutions

Solution: GL Exercise 1: Create Accounting Setup

Here is the graphical representation of the accounting setup you will define:

Task 1: Create Legal Entity

(N) Setup > Financials > Accounting Setup Manager > Accounting Setups > Legal Entity Tab
(B) Create Legal Entity

1. Open Accounting Setup Manager.

2. Click the Legal Entities tab.
3. Click Create Legal Entity and complete the following fields.
Territory France
Legal Entity Name <Your Initial> France Outfitters
Organization Name <Your Initial> France Outfitters
Legal Entity Identifier <Your Initials>F123456
SIREN <Your Initials>F123456
SIRET <Your Initials>F123456
Transacting Entity Yes
Address 100 Paris Ave, 12615, Paris
Hint: The Address Code is IC4_110_B9
Also, you can search by City called Paris.
4. Click Apply.

Task 2: Create Accounting Setup Structure

(N) Setup > Financials > Accounting Setup Manager > Accounting Setups > (B) Create Accounting Setup

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 1. Open Accounting Setup Managers Accounting setup tab.
2. Click Create Accounting Setup.

3. In the Assign Legal Entities page, click Add Another Row to insert a new row.
4. Select your legal entity <Your Initial> France Outfitters.
5. Click Next.
6. In the Define Accounting representations page, enter the following for the Primary
Ledger.

Primary Ledger Chart of Accounting Currency Subledger Accounting

Name Accounts Calendar/Period Method
Type
<Your Initials> Operations Accounting/Month EUR Standard Accrual
France PL (Corp) Accounting Flex
(EUR)

7. Click Add Reporting Currency to open the Add Reporting Currencies sub step.
8. Click Add Another Row and enter the following to add the journal level RC:
Currency Currency Conversion Level Description
USD Journal Journal Level RC for PL France
Corp
9. Click Apply
10. Enter the following for the Secondary Ledger:

Name Chart of Acctg Cal/Period Type Curr Accounting Method Data

Accounts Conversion
Level
<Your Initials> FRENCH Accounting/Month EUR French Statutory Subledger
France SL (Stat) COA
(EUR)

11. Click Next. You should see the following:

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 12. Click Finish and then Complete Accounting Options to open the Accounting Option page.

Task 3: Assign Specific Balancing Segment Value (BSV) to your Legal Entity

1. Click the Update Balancing Segment Values icon.

2. Assign value 33 and click Apply.

Task 4: Complete Primary Ledger Definition

1. Click the Update icon for the first step. The Ledger Definition page opens and you enter
the following fields:

Name <Your Initial> France PL (Corp) (EUR)

Short Name <Your Initials> Whatever you want
First Opened Period Sep-06
Number of Future Enterable 1
Entered Currency Balancing Account 01-110-5280-0000-000

2. Click Next and enter the following in the Ledger Otions:

Retained Earnings 01-000-3310-0000-000
Default Period End Rate Type Corporate
Default Period Average Rate Type Corporate
Cumulative Translation Adjustment Account 01-000-3500-0000-000

3. Click Next, then Finish.

4. Notice the status is now Complete.

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Task 5: Complete Reporting Currency
1. Click the Update icon for the Reporting Currencies step.
2. Click the Update icon for the Reporting Currency.
3. Verify your results with this:

4. Click Apply and notice that the status is now complete.

Task 6: Complete Secondary Ledger Definition

1. Click the Update icon for the Secondary Ledger step.

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 2. Use the following information to complete your secondary ledger. (See details in Task 4
for the PL).

Name <Your Initials> France SL (Stat) (EUR)

Short Name <Your Initials> Whatever you want
First Opened Period Sep-06
Number of Future Enterable 1
Entered Currency Balancing Account 01.110.472000.0000.000
Retained Earnings 01.000.120000.0000.000

Task 7: Complete Primary to Secondary Ledger Mapping

1. Click the Update icon for the Primary to Secondary ledger step.
2. Use the following information to complete your secondary ledger:

Task 8: Create and Assign Operating Unit to Primary Ledger

1. Click the Update icon for Operating Units.
2. Click Add operating Unit and enter the following:
Name: called <Your initials> France OU.
Short Code: <Your initials> France
Business Group: Vision France
Default Legal Context: TAH France Outfitters

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Task 9: Complete Your Accounting Setup
1. Complete the accounting setup by clicking the Complete button on the top right. This will
submit the General Ledger Accounting Setup Program that will generate all of the
system-generated data access sets.

Solution: GL Exercise 2: View System Generated Data Access Sets

(N) Setup > Financials > Data Access Sets

1. Open the Data Access Sets form and query the data access set by the following:
Reporting Currency Name
Primary Ledger Name which will include the Reporting Currency in the ledger
assignment
Secondary Ledger Name

Solution: GL Exercise 3: Create Ledger Set

1. Navigate to Ledger Set Up form and define ledger set.
(N) Setup > Financials > Ledger Sets

2. Review system-generated data access set created for you.

(N) Setup > Financials > Data Access Set

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Solution: GL Exercise 4: Assign Ledger Set to Responsibility

Assign ledger set created to your responsibility using the GL: Data Access Set profile option.

Task 1: Define Responsibility

1. Change to the System Administrator responsibility.
2. Open the Responsibilities form. (N) Security > Responsibility > Define
3. Create two responsibilities for GL named as follows:
<Your Initials> GL Ledger Set.
<Your Initials> GL France SL (Statutory)

Heres a screen shot to help you complete the fields when defining both responsibilities:

Task 2: Assign GL: Data Access Set profile option to Responsibility

1. Open the Find System Profiles form. (N) Profile > System
2. Query by the following:
3. Responsibility: The name of the responsibility you just created.
4. Profile: GL: Data Access Set
3. Assign the following to data access sets to each responsibility:
Responsibility Data Access Set Comments
<Your Initials> GL <Your Initials> Corp Ledger Set This is the Ledger Set you created.
Ledger Set
<Your Initials> GL <Your Initials> France SL (Stat) (EUR) This is the system-generated data
France SL (Statutory) access set for the French SL that
uses a different COA.

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Task 3: Define User
Note: If you completed the Multi-Org exercise, then you already defined a user. You need to
add just the GL responsibilities to your user.
1. Open the Users form. (N) Security > User> Define
2. Create a user for yourself and assign the following four responsibilities:
<Your Initials> GL Ledger Set
<Your Initials> GL France SL (Statutory).
System Administrator
Human Resources, Vision Enterprises
Payables, Vision Operations (USA)

Task 4: Log In as a New User

6. Log out and log back in as yourself.
7. Select the GL responsibility called <Your Initials> GL Ledger Set and proceed to the next
exercise.

Solution: GL Exercise 5: Open Periods for a Ledger Set and Ledger

1. From the GL responsibility called <Your Initials> GL Ledger Set, navigate to the SRS
window. (N) Reports > Request > Standard
2. Submit the Open Period program for your ledger set for Sep-06.

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 3. Switch responsibilities and do the same for the secondary ledger called <Your Initials>
France SL (Stat) (EUR).

Solution: GL Exercise 6: Create Data Access Sets with Read/Write Access

Task 1: Define Data Access Set Using Balancing Segment Value Access Set Type
1. Navigate to the Data Access Sets window. (N) Setup > Financials > Data Access Sets
2. Create the following data access set:

Task 2: Define Responsibility and Assign Data Access Set

1. Change to the System Administrator responsibility.
2. Open the Responsibilities form. (N) Security > Responsibility > Define
3. Create another responsibility for GL called <Your Initials> GL Accountant Access.
1. Open the Find System Profiles form. (N) Profile > System
2. Query by the Responsibility above and Profile: GL: Data Access Set.
3. Assign the data access set <Your Initials> GL Accountant Access to the responsibility
with the same name.

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 4. Open the Users form. (N) Security > User> Define and query your user.
5. Assign this new responsibility to your user.

Solution: GL Exercise 7: Enter Journals Using Different BSVs

Task 1: Enter Journal using BSVs with different read and write access
1. Select the responsibility <Your Initials> GL Accountant Access.
Remember, this responsibility can only read BSV 01 for Vision Operations but can
read and write to all balancing segment values for the France PL and RC.
2. Open the Enter Journals from (N) Journals > Enter
3. Click New Journal
4. Enter the Journal Name <Your Initials> Exercise 7 Rent
5. In the Ledger field, open the list of values and notice that Vision Operations (USA) is not
shown because you must have write access to at least one balancing segment value or
management segment value to be able to choose the ledger at the Journal Header.
6. Select the France primary ledger for the Sep-06 period.
7. Enter the following journal line:
Journal <Your Initials> Exercise 7 Rent
Ledger <Your Initials> France PL (Corp) (EUR)
Category Adjustment
Period Sep-06
Currency EUR
Line Account Debit Credit

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1 01-000-7420-0000-000

8. You should receive an error message because remember you assigned balancing segment
value 33 to the French legal entity associated with this ledger in Exercise 1, Task 3.
Thus, even though your data access set provides read and write access to all BSVs for
the French ledgers, the read and write access is limited to the BSVs assigned to the
ledger. In this case, only value 33 is valid.

9. Change the journal lines as follows to record Rent expense:

10. Post this journal.

Solution: GL Exercise 8: View Journal Converted to Reporting Currency

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 1. Using the same responsibility <Your Initials> GL Accountant Access, open the Enter
Journals from (N) Journals > Enter.
2. In the Find Journals window enter the following criteria:
Batch name: <Your Initials> Exercise 7%
Period: Sep-06
3. You should see 2 posted journals.
4. Use Folder Tools to insert the Ledger column so you can better view the ledger
name of each journal.

5. Notice how both ledger journals are combined in the same batch.

Solution: GL Exercise 9: View Journal Replicated to Secondary Ledger

1. Switch responsibilities to the one for the French SL called <Your Initials> GL France
SL (Statutory).
2. Open the Enter Journals from (N) Journals > Enter.
3. In the Find Journals window, click Find.
4. Review the unposted journal. Notice how different accounts are used because the SL
uses a different account segment.

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Solution: GL Exercise 10: Enter STAT Currency Journals
1. From the responsibility <Your Initials> GL Ledger Set, enter and post the following
journals, one for Vision Operations and one for the French primary ledger:

Journal #1 for Vision Operations USA

Journal #2 for France PL

Solution: GL Exercise 11: Create Mass Allocation Using a Ledger Set

1. From the responsibility <Your Initials> GL Ledger Set, open the Define MassAllocation
form.
2. Create the following mass allocation definition. (Note: FP is the parent value for BSVs 01
and 33. Department 599 is the parent value for departments 580, 590, and 595.)

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3. Generate this MassAllocation for the Sep-06 period.

Note: In the Allocation Parameters, even though the Ledger and Balancing Segment Value
fields are required, the values you enter will be ignored. These fields are only used if you
specified null values in the MassAllocation definition. In this exercise, we did not specify
null values for those fields.

4. Wait for the Run MassAllocations program to complete.

5. Query the generated journals. Two journals should have been created, one for Vision
Operations and another for the French Reporting Currency. Here is what the journals
should look like:

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 Note: This is not the most realistic example because its rare that you would want to
write balances directly to the Reporting Currency without passing through its source
ledger. This example would be more realistic if there were multiple primary ledgers in
the ledger set that shared the same ledger currency. This exercise was intended to give
you an idea of the R12 changes to MassAllocations.

Solution: GL Exercise 12: Define Definition Access Sets and Secure Definitions

Now that youve worked so hard in defining your MassAllocation, you want to prevent other
users from modifying your definition. Create a definition access set to give read-only access to
the mass allocation definition and assign it to the General Ledger, Vision Operations (USA)
responsibility that is assigned to the Operations user.

1. From the responsibility <Your Initials> GL Ledger Set, open the Definition Access Set
window. (N) Setup > Financials > Definition Access Set >Define
2. Define a Definition Access Set called <Your Initials> View Only Access.
Note: You are only defining a name for your definition access set. You are not securing
definitions yet.

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3. Navigate to the Definition Access Set Assignments form. (N) Setup > Financials >
Definition Access Set >Assign.
4. Assign the Definition Access Set to the responsibility General Ledger, Vision
Operations (USA) . Select the AutoAssign and the View check box for Automatic
Privileges.

5. To have the full ability to assign definition access set controls, assign Super User
Definition Access Set to your current responsibility, <Your Initials> GL Ledger Set.

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6. Log out and log in as operations/welcome. Choose the resp. General ledger, Vision
Operations (USA).
7. Query your MassAllocation definition: <Your Initials> Rent Allocation by Headcount and
enable security.

8. Immediately click the Assign Access button and notice how the allocation was
automatically assigned with the View privilege.
Note: Some may argue that this is a security breach, because the user could quickly
change his privilege from View to Use and Modify. This is a technical limitation because
the concurrent program has not been submitted yet until you save your work and the
concurrent profile completes. We provide function security on the Assign Access button
so if you want to prevent users from changing their privileges, you can hide the button
from those responsibilities.
9. Save your work and wait for the Compile Definition Access Set program to complete.
10. Requery the definition to see that you can only view it now. Also notice the
Generate button is disabled because you cannot use this definition.
11. Log out and log back in as your username/password and select the <Your Initials>
GL Accountant Access.

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 12. Query the MassAllocation. Notice you have full use, view, and modify privileges
even though the Super User Definition Access Set was not assigned to this
responsibility.

Solution: GL Exercise 13: Account Analysis and Drilldown

Task 1: Query Ledger Set, Create a View, and Drill Down to Subledger

1. From the responsibility <Your Initials> GL Ledger Set, open the Account Analysis and
Drilldown window
(N) Inquiry > Account Analysis and Drilldown
2. Perform an account inquiry using the following criteria:
Field Value Field Value
Ledger/Ledger Set <Your Initials> Corp Period From Sep-06
Ledger Set
Ledger Currency All Currencies Period To Sep-06
Account From 01-000-7420-0000-000 Display Summary No
Accounts
Account To 33-595-7420-0000-000 Display Accounts With No
No Activity
Balance Type Actual
Currency Total

3. Click Create View.

4. In the Create View window, enter a View Name, such as <Your initials> Corp Ledger
Set-Rent Expense.
5. On the bottom of the page, add the Account From field with value 01-000-7420-0000-000
and the Account To field with value 33-595-7420-0000-000.
6. Click Apply and View Results.
7. Balances for three ledgers should be returned to look something like this:

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 8. Click the PTD link for Vision Operations (USA) to drilldown on that balance.
9. For the Payables Batch, drill down further. By clicking the link.
10. Choose the View Transaction button to view the original transaction.

Task 2: Query Ledger Set with Currency Filter

1. Reopen the Account Analysis and Drilldown window.

2. Choose to create a new search.
3. Enter the same search criteria as above EXCEPT for the Ledger Currency choose USD.
This will grab all ledgers in the ledger set whose ledger currency is USD. This, two
ledgers will be returned. The Reporting Currency and Vision Operations. Heres an
example:

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Solution: GL Exercise 14: Sequencing

1. Navigate to the Accounting Setup Manager

(N) Setup > Financials > Accounting Setup Manager
2. Query the French accounting setup by legal entity, ledger, or reporting currency and
update the Accounting Options.

3. Update the Sequencing step for the French secondary ledger using the following
information:

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4. Click Create to create the Sequence.

5. In the Create Sequencing Context page, enter the following:

6. Click Assign Sequences to open the Assign Sequences page.

7. Click the Create Sequence button.

8. Enter a name: <Your Initials> French SL Posting

9. In the Versions region, enter the following information:

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 10. You should see the
following:
Note: You need to
enter another start
date for the
sequence
assignment. The
start date for the sequence assignment must be on or after the start date for the
sequence.

11. Change the status of this step to Complete using the Status drop down box.

Solution: GL Exercise 15: Copy and Post a Journal to See Sequencing Effect

8. Change responsibilities to the French secondary ledger called <Your Initials> France SL
(Stat) (EUR).
9. Open the Enter Journals window.
(N) Journals > Enter.
10. Search for Batch Name: %Rent% (the journal replicated from Exercise 7a journal) and
Click on the Find button
11. Select the journal and then copy it.

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 12. Re-query the page until you see the copied journal.
13. Review the copied journal and click the Other Information tab. Notice that no
Accounting or Reporting Sequences have been assigned.
14. Post the journal.
15. Re-query the posted journal, review the journal, and click the Other Information tab to
see the accounting sequence assigned.

Solution: GL Exercise 16: Journal Line Reconciliation

2. From the responsibility <Your Initials> France SL (Stat) (EUR), open the Segment Values
window and search for the following:
(N) Setup > Financials > Flexfields > Key >

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 2. Click on the Values, Hierarchy, Qualifiers tab and enable the Reconciliation qualifier
for Suspense Account 471000

Note: Alternatively, you can also go to the Account Combination form and enable
reconciliation for a specific account combination.
3. Navigate to the Accounting Setup Manager, search for the French accounting setup,
and update Accounting Options

4. Update Ledger Options for ledger Your Initials> France SL (Stat) (EUR) and enable
Journal Reconciliation for the ledger

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 5. Open the Enter Journals window and enter the following journals
(You received cash payment of $10,000 but you are not sure what the cash payment is for.
So for the time being, you post the balance to suspense account and enter a
reconciliation reference to ensure that the balance will be cleared from suspense account
appropriately.)

Journal #1 <Your Initials> Exercise 14 Reconciliation 1

Ledger <Your Initials> France SL (Stat) (EUR)
Category Adjustment
Period Sep-06
Currency EUR
Line Account Debit Credit Reconciliation Reference
1 33.000.103000.0000.000 10,000
2 33.000.471000.0000.000 10,000 SUSP

6. At the end of the month, you can run the SRS program to ensure that all the journal
lines have been reconciled.
Name Reconciliation - Unreconciled Transactions
Ledger Tah France SL (Stat) (EUR)
Currency EUR

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Period From/Period To Sep-06

7. View the unreconciled transactions report.

8. From the report, you can see that you have not allocated $1,000 from suspense
account. You did a little research and found out that the payment is a refund from
overpayment of insurance expense. So you enter another journal to debit the amount
from suspense account and credit it to insurance expense.
Journal #2 <Your Initials> Exercise 14 Reconciliation 2
Ledger <Your Initials> France SL (Stat) (EUR)
Category Adjustment
Period Sep-06
Currency EUR
Line Account Debit Credit Reconciliation Reference
1 33.000.471000.0000.000 10,000 SUSP
2 33.000.645200.0000.000 10,000

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 9. Now perform a manual reconciliation to reconcile the journals
(N) Journals > Reconciliation > Reconcile
10. Search for the journal lines to be reconciled
Ledger <Your Initials> France SL (Stat) (EUR)
Currency US
Period From/Period To Sep-06

11. Mark the two journal lines that have reconciliation reference SUSP as reconciled.
Note that you can only reconcile journal lines that net to zero.

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Note:
1. You can manually reconcile any journal lines (regardless of the
reconciliation reference) as long as the journal lines net to zero and the accounts have been
enabled for reconciliation
2. You can also submit the SRS program Reconciliation Automatic
Reconciliation to perform reconciliation automatically, however you can only reconcile journals
that have matching reference and matching BSV or Natural Account.

Solution: GL Exercise 17: FSG

Bug Alert: You must set the Profile Option called FSG: Enable Search Optimization to No if
using Ledger Sets in FSGs. Otherwise, no balances will be returned. This has already been set.
Bug Alert: (Bug 5532007) You cannot specify a ledger set at run-time; the report will end with
an error. This only matters if you left the ledger fields null in the row set and column set
because the ledger specified at run-time is used to fill the null values. This bug has been fixed
but it has not been patched on this environment. If you would like to see this working, then set
the profile option FND: Override Directory to /home/ticheng/bug/5532007 for your user. This
will point to the developers home directory.

You need to define a simple expense report using ledger sets for the ledgers that use USD as
their ledger currency. Here is an example of the report:

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The first column displays data for Vision Operations, the second column displays data for the
France Outfitters Reporting Currency (USD), and the last column uses a ledger set to
summarize balances across ledgers that use the USD ledger currency. Thus using a ledger set
for the 3rd column is similar to using calculations to add up columns 1 and 2.

Task 1: View Row Set and Add Ledger Set to Account Assignments
1. From the responsibility <Your Initials> Corp Ledger Set, open the Row Set Definition
window.
(N) Reports > Define > Row Set
2. View a Row Set that has already been defined called Ledger Set Expense Stmt.
3. Create a copy of this row set and name it <Your Initials> Ledger Set Expense.
4. Update the copied row set and add your ledger set to every account assignment in
rows 10, and 20. Row 50 is a calculation.
5. Heres an example of each row:

Row Line 10 20
Line Item Employee Expenses Operational Expenses
Account Assignment
Ledger/Ledger Set <Your Ledger Set> <Your Ledger Set>
Account range 6000-6999 7000-7999

Row Line 50
Line Item Total Expenses
Excl. Headcount
Calculation Row 10 + 20

Task 2: Create Column Set

1. Navigate to the FSG Report - Column Set Definition window
(N) Reports > Define > Column Set
2. Create a new Column Set definition:
Column Set Name: <Your Initial> One Month By Ledger

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 3. Create the following columns in the column set. For the Account Assignment, specify only
the ledger field. The first 2 columns using single ledgers and the last column uses a
ledger set :

Position 45 70 85
Row Line 10 20 30
Format Mask 99,999,999.99 99,999,999.99 99,999,999.99
Factor Units Units Units
Amount Type PTD-Actual PTD-Actual PTD-Actual
Currency USD USD USD
Account Assignment
Ledger/Ledger Set Vision Operations France Reporting Currency <Your Ledger Set>
TTTTTT TTTTTT TTTTTT
5. Click Build Column Set.
6. Click Create Default Heading.
7. In place of the dotted lines for each column, enter the name of the Ledgers and for the
third column, enter Total like so:

8. When finished click Apply to save your work.

Task 3: Create FSG Report

1. Navigate to the FSG Report -Report Definition window

(N) Reports > Define > Report
2. Create a new Report definition:
Name: <Your Initial> Corp Expenses
Title: Corp Expenses
Row Set Name: <Your Initials> Ledger Set Expense
Column Set Name : <Your Initial> One Month By Ledger

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 3. Click the Control Values button and specify Control Value 1 and Statistical. In row 30 of
the row set, a control value was specified for the Headcount.

Task 4: Submit FSG Report

1. Navigate to the FSG Report Generation window

(N) Reports > Request > Financial
2. Run the report for September 2006 period and specify the French (USD) Reporting
Currency as the ledger.

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