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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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


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?


• 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

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | 12

Create Accounting Program Parameters


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


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


Submit Accounting Program Parameters


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


Revenue Recognition Program Parameters


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


• 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


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


Subledger Period Close Exception Report


Period Closing Diagnostics


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


• 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


Accounting Flow & Data Model

Postable Entities

Transactions Receipts Bills

Receivable Adjustments


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


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


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


Accounting Data Model – Transaction With Credit Applied

AR_RECEIVABLE_APPLICATIONS_ALL

• customer_trx_id

• event_id


• gl_posted_date

XLA_EVENTS

• event_type_code= CM_CREATE/CM_UPDATE




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


Accounting Data Model – Adjustments

AR_ADJUSTMENTS_ALL

• adjustment_id

• event_id


• gl_posted_date


• source_id_int_1


• ledger_id

XLA_EVENTS

• event_type_code= ADJ_CREATE




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


Accounting Data Model – Receipts

AR_CASH_RECEIPT_HISTORY_ALL

AR_RECEIVABLE_APPLICATIONS_ALL

• cash_receipt_id

• event_id


• gl_posted_date


• source_id_int_1


• ledger_id

XLA_EVENTS

• event_type_code= RECP_CREATE/RECP_UPDATE/RECP_REVERSE




Accounting Data Model – Receipts

• Where POSTABLE_FLAG <> ‘N’

• EVENT_ID should exist

• Distributions stored in AR_DISTRIBUTIONS_ALL (source_table=CRH and RA)



Accounting Data Model – Miscellaneous Receipts

AR_CASH_RECEIPT_HISTORY_ALL

AR_MISC_CASH_DISTRIBUTIONS_ALL

• cash_receipt_id

• event_id


• gl_posted_date


• source_id_int_1


• ledger_id

XLA_EVENTS

• event_type_code= MISC_RECP_CREATE/MISC_RECP_REVERSE




Accounting Data Model – Miscellaneous Receipts

• Where POSTABLE_FLAG <> ‘N’

• EVENT_ID should exist

• Distributions stored in AR_DISTRIBUTIONS_ALL (source_table=CRH & MCD)



Reconciliation

• Internal Reconciliation (AR Reconciliation)

• External Reconciliation (AR-GL Reconciliation)

Receivables Reconciliation

AR Reconciliation

AR-GL Reconciliation


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


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


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…


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:


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





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


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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