r12 ar posting & reconciliation
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Oracle Advisor Webcast Oracle Receivables Posting & Reconciliation In R12 Anupam Shrivastava Principal Software Engineer November 13, 2014
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Safe Harbor Statement
The following is intended to outline our general product direction. It is intended for information purposes only, and may not be incorporated into any contract. It is not a commitment to deliver any material, code, or functionality, and should not be relied upon in making purchasing decisions. The development, release, and timing of any features or functionality described for Oracle’s products remains at the sole discretion of Oracle.
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Oracle Advisor Webcast Oracle Receivables Posting & Reconciliation In R12 Anupam Shrivastava Principal Software Engineer November 13, 2014
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AR Posting & Reconciliation In R12 Webcast Resource Links
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• To access the Oracle Receivables Posting & Reconciliation In R12 webcast recording: https://oracleaw.webex.com/oracleaw/lsr.php?RCID=67459a9c5891ea131c07e66ccffcca4f
• Questions? To ask questions on the topic of Oracle Receivables Posting & Reconciliation In R12: https://community.oracle.com/thread/3628924
• Note: The link to download the presentation PDF is included in the Continue the Discussion link above.
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Objectives
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• Gain an overview of Posting in Receivables R12
• Understand the Reconciliation process in R12
• Become familiar with the data model & accounting flow
• Learn to troubleshoot known issues during period closure
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Agenda
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How Does Accounting Work In Receivables?
Important Concurrent Programs
Steps For Period Closure
Accounting Flow & Data Model
Reconciliation Process
Troubleshooting Tips
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• Any activity impacting accounts is an event
• AutoAccounting used to derive default accounting for events
• Submit Accounting creates accounting in Subledger Accounting (XLA)
• Subledger Accounting transfers final accounting to General Ledger (GL)
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How Does Accounting In Receivables Work?
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• Create Accounting
• Submit Accounting
• Transfer Journal Entries to General Ledger
• Unposted Items Report
• Revenue Recognition
• Subledger Period Close Exception Report
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Important Concurrent Programs For Posting
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Create Accounting Program Parameters
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What Create Accounting Does
• Online & offline accounting • Online - individual transaction/receipt only • Offline - captures all eligible events as of end date
• Generates accounting in Subledger Accounting (XLA) tables • Only captures postable records • Invoice distribution lines not generated for transactions with rules • Output file shows processed & unprocessed transactions
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Spawns the following programs:
1. Revenue Recognition
2. Create Accounting
3. Accounting Program
4. Transfer Journal Entries to GL (if run with Transfer Journal Entries = Yes)
5. Journal Import
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Submit Accounting
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Submit Accounting Program Parameters
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Differences Between Create & Submit Accounting
Create Accounting Submit Accounting
Does not spawn Revenue Recognition
Spawns Revenue Recognition
Standard Transactions, Receipts Must be used for transactions with Rules Not necessary for non-rule based transactions
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Revenue Recognition Program Parameters
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Unposted Items Report – Sample
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• Same functionality as release 11i
• Shows unposted items in following cases
• Invoices whose distribution lines have not been generated by Revenue Recognition
• Distribution lines with invalid accounts
• Receipts that are part of an unposted QuickCash batch
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What The Unposted Items Report Shows
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• Checks for records marked as unposted in the Receivables
• Records marked as unposted in AR if posting_control_id = -3 AND gl_posted_date = NULL in subledger tables like:
• RA_CUST_TRX_LINE_GL_DIST_ALL
• AR_RECEIVABLE_APPLICATIONS_ALL
• AR_CASH_RECEIPT_HISTORY_ALL
• AR_MISC_CASH_DISTRIBUTIONS_ALL
• AR_ADJUSTMENTS_ALL
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Unposted Items Report – Technical Perspective
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What The Subledger Period Close Exception Report Does
• Checks for transactions not processed in XLA
• Status codes
• Incomplete
• Unprocessed
• Final
• Draft
• Related Event in Error
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Subledger Period Close Exception Report
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Period Closing Diagnostics
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Summary Of Important Programs &Diagnostics
Concurrent Program Identifies
Unposted Item Report Items which are not posted in AR
Subledger Period Close Exception Report Events which are not processed in XLA
Create Accounting Output File Actual error if the event is not getting processed
Create Accounting/ Accounting program Log File
Error if the event is not getting picked or processed
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• After posting all postable records run Submit or Create Accounting
• If Submit Accounting IS NOT submitted, you must run the Revenue Recognition Program before running Create Accounting
• Run the Unposted Item Report to verify items marked as posted in AR
• Run the Subledger Period Close Exception Report to verify all XLA records have been processed
• No data should be returned if all records have been processed
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Steps For Period Closure
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Accounting Flow & Data Model
Postable Entities
Transactions Receipts Bills
Receivable Adjustments
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Meaning Of Statuses In XLA_EVENTS
• EVENT_STATUS_CODE:
• I= Incomplete
• N= No Action
• P= Processed
• U= Unprocessed
• PROCESS_STATUS_CODE:
• D= Draft
• E= Error
• I= Incomplete
• P= Processed
• U=Unprocessed
Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | 28
Transactions Processed By Create Accounting
XLA_EVENTS event_status_code=P
processed_status_code=P
XLA_AE_HEADERS gl_transfer_status_code=Y
accounting_entry_status_code=F
XLA_AE_LINES gl_sl_link_id
XLA_DISTRIBUTION_LINKS
General Ledger
Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | 29
Transactions Not Yet Processed By Create Accounting
RA_CUST_TRX_LINE_GL_DIST_ALL
• customer_trx_id
• event_id
• posting_control_id
• gl_posted_date
XLA_TRANSACTION_ENTITIES
• source_id_int_1
• security_id_int_1
• ledger_id
XLA_EVENTS
• event_type_code= INV_CREATE/INV_UPDATE
• event_status_code=U
• process_status_code=U
Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | 30
Accounting Data Model – Transaction With Credit Applied
AR_RECEIVABLE_APPLICATIONS_ALL
• customer_trx_id
• event_id
• posting_control_id
• gl_posted_date
XLA_EVENTS
• event_type_code= CM_CREATE/CM_UPDATE
• event_status_code=U
• process_status_code=U
Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | 31
Accounting Data Model – Transaction With Credit Applied
• Where postable <> ‘N’
• Distributions stored in AR_DISTRIBUTIONS_ALL (source_table=RA)
• Debit and credit amounts should match
• Amount prorated for each Invoice line
• No extra row in XLA.XLA_TRANSACTION_ENTITIES
Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | 32
Accounting Data Model – Adjustments
AR_ADJUSTMENTS_ALL
• adjustment_id
• event_id
• posting_control_id
• gl_posted_date
XLA_TRANSACTION_ENTITIES
• source_id_int_1
• security_id_int_1
• ledger_id
XLA_EVENTS
• event_type_code= ADJ_CREATE
• event_status_code=U
• process_status_code=U
Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | 33
Accounting Data Model – Adjustments
• Where postable <> ‘N’
• Status should be ‘A’
• Distributions stored in AR_DISTRIBUTIONS_ALL (source_table=ADJ)
• Debit & credit amounts should match
• Adjustments Status = ‘W’ (Waiting for Approval) to either A or R
• Adjustments with status R (Reject) should not be processed i.e. EVENT_STATUS_CODE=N
• PROCESS_STATUS_CODE=U in XLA_EVENTS
Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | 34
Accounting Data Model – Receipts
AR_CASH_RECEIPT_HISTORY_ALL
AR_RECEIVABLE_APPLICATIONS_ALL
• cash_receipt_id
• event_id
• posting_control_id
• gl_posted_date
XLA_TRANSACTION_ENTITIES
• source_id_int_1
• security_id_int_1
• ledger_id
XLA_EVENTS
• event_type_code= RECP_CREATE/RECP_UPDATE/RECP_REVERSE
• event_status_code=U
• process_status_code=U
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Accounting Data Model – Receipts
• Where POSTABLE_FLAG <> ‘N’
• EVENT_ID should exist
• Distributions stored in AR_DISTRIBUTIONS_ALL (source_table=CRH and RA)
• Debit & credit amounts should match
Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | 36
Accounting Data Model – Miscellaneous Receipts
AR_CASH_RECEIPT_HISTORY_ALL
AR_MISC_CASH_DISTRIBUTIONS_ALL
• cash_receipt_id
• event_id
• posting_control_id
• gl_posted_date
XLA_TRANSACTION_ENTITIES
• source_id_int_1
• security_id_int_1
• ledger_id
XLA_EVENTS
• event_type_code= MISC_RECP_CREATE/MISC_RECP_REVERSE
• event_status_code=U
• process_status_code=U
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Accounting Data Model – Miscellaneous Receipts
• Where POSTABLE_FLAG <> ‘N’
• EVENT_ID should exist
• Distributions stored in AR_DISTRIBUTIONS_ALL (source_table=CRH & MCD)
• Debit & credit amounts should match
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Reconciliation
• Internal Reconciliation (AR Reconciliation)
• External Reconciliation (AR-GL Reconciliation)
Receivables Reconciliation
AR Reconciliation
AR-GL Reconciliation
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Internal Receivables (AR) Reconciliation
1. Complete & process all Transactions
2. Reconcile Transaction Activities
- Transaction Register
- Sales Journal by Customer and Account
3. Review Unapplied Receipt Register
- Unapplied Receipt Register
- Unapplied Receipt Journal
4. Reconcile Receipts
- Receipt Register
- Receipt Journal
5. Reconcile Customer Balance
- AR Reconciliation
- Aging Report
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- Reports to be used for each activity
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AR Reconciliation Quick Check
START
Reconciling items?
Run Potential Item Reconciling Report
Correct setup & fix individual
items
Review Potential Item Reconciling Report for
setup issue
Run Create Accounting Program and Transfer to
GL
No Yes
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Run AR Reconciliation Report
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Receivables (AR) To General Ledger (GL) Reconciliation
1. Run the Journal Import Process
2. Verify No Unprocessed Items
3.Run the Unposted Journal Report from GL
4.Run Oracle General Ledger Posts Journal Program
5.Verify the GL Accounts
AR to GL Reconciliation
6.Journal Entries Report
7.Account Analysis Report
8. Potential Reconciling Item Report
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AR to GL Reconciliation Quick Check
Unposted items in GL?
Manual journals?
Run AR to GL Reconciliation
Report
Other subledger?
Identify & correct differences
Reconciling items?
Yes
No
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START
Reconciliation complete
Difference due to…
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Troubleshooting – Period Close
• Closing always executed • at a ledger level versus operating unit (OU) level • using responsibility with access to all OUs within a ledger
• Period Closing Diagnostics provide unposted items in an OU
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AR Reconciliation Report
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Troubleshooting – AR Reconciliation
Sample Issue: Opening balance & activities do not add up to closing balance in Reconciliation Report Use the following scripts from Doc ID 974434.1:
Step 1: ar_ar_recon_data_drilldown_diagnose.sql Step 2: recon_120.sql Step 3: pay_120_mod1.sql
This usually occurs when there is a corruption in AR_PAYMENT_SCHEDULES_ALL and AR_RECEIVABLE_APPLICATIONS_ALL
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Troubleshooting – AR To GL Reconciliation
Two methods typically used when troubleshooting AR to GL Reconciliation:
• Reconciliation Report Method
• Aging Report Method
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AR to GL Reconciliation Report
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Report Parameters:
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Reconciliation Report Method
• Compare AR to GL Reconciliation report to the balances of the same account in GL
• If differences are found, run the following scripts from Doc ID 974434.1 • Arglrecon_report_120.sql (list comparison of all CCID) • Arglrecon_report_ccid_120.sql (list comparison of specific CCID)
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Troubleshooting Tips: Reconciliation Report Method
• Review the arglrecon script output • Check for any non-AR or manual sources that will need adjusting • Ensure no amounts are listed in GL unposted (DR & CR) • Utilize the following scripts from Doc ID 974434.1
• gl_drill_down_120.sql – check the data integrity in journal entries • amts_sla_to_gl_r12.sql – check amount that XLA shows posted
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Transaction Type Meaning Shows in Reports
Open Receivable = Y and Post to GL = N
Affects balance but not posted to GL
Aging Report
Open Receivable = N and Post to GL = Y
Posted to GL but does not affect customer balance
Account Analysis
Aging Report Method Troubleshooting
• Compare Aging 7 Bucket by Account Report to the Account Analysis /Trial Balance Report in GL
• Exception: When the reports will show difference
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• Ensure you are on the latest Recommended Patch Collection for
Receivables
• EBS: R12.1 Oracle Financials Recommended Patch Collection (RPC), Aug 2014 (Doc ID 954704.1)
• Apply the latest Release Update Pack (RUP)
• Oracle E-Business Suite Release 12 Release Update Pack (RUP) Schedule (Doc ID 423541.1)
• Ensure that you are on the latest Critical Patch Collection (CPC)
• EBS: R12 Oracle Financials Critical Patches (Doc ID 57869.1)
Recommendations
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To expedite resolution of period close issues, upload:
• Where you see the issue (screen shots/report/etc.)
• Unposted Item Report
• Subledger Period Close Exception Report
• Create Accounting output file
• Accounting Program log file
• Period Closing diagnostics
What To Upload For Period Close Service Requests
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Overview of Posting & Reconciliation
Important reports their purpose
Data model & accounting flow
Internal and external reconciliation
Troubleshooting tips
What we covered today Summary
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Top Articles & Community Links Period Close Advisor: E-Business Suite
(EBS)(Doc ID 335.1)
EBS R12 Period Close Advisor Overview (Doc ID 1357499.1)
Data Collection Script Catalog for Transaction and Reconciliation Issues in Oracle Receivables Release 12 (Doc ID 974434.1)
What Are The Recommended Patches For AR-GL Posting, Reconciliation and Data Integrity Issues for Release 12 (Doc ID 749679.1)
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Session Related Community Links
Questions? For follow up questions on topics covered in this webcast connect via this Receivables Community thread: https://community.oracle.com/thread/3628924
This thread will link to a copy of the presentation, the webcast recording and will include the Q&A from the webcast
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