269406

Oracle Public Sector Financials (International)Implementation GuideVersion 3.3 for Release 11.0.3

February 8, 2000

Part Number: A75103-03

For System Administrators and Financials experts when setting up the functionality of Oracle Public Sector Financials (International). Must be used in conjunction with Oracle Financials manuals.

ii

Oracle Public Sector Financials (International) Implementation Guide, Version 3.3 for Release 11.0.3


Version 3.3 for Release 11.0.3

Copyright © 2000, 1999, Oracle Corporation. All rights reserved.

Primary Authors: Kathleen James and Yoke Li Gerard

Contributors: Clive Ayers, Melwyn Barretto, Christopher Bell, Sonya Brewer, Christopher Bridge, Glenn Celand, Yuet-Peng Cheong, Jonathan Davies, Jason Freeman,

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Contents

Send Us Your Comments ................................................................................................................. xiii

Preface ......................................................................................................................................................... xv

Audience................................................................................................................................................ xviRelated Publications .......................................................................................................................... xvii

Oracle Public Sector Financials (International) Applications Publications.......................... xviiOracle Applications Publications .............................................................................................. xvii

Special Conventions........................................................................................................................... xviiiReferences ...................................................................................................................................... xviii

Customer Support................................................................................................................................ xixDocumentation Sales and Client Relations..................................................................................... xx

1 Overview of Setup

Introduction ......................................................................................................................................... 1-2Prerequisites ........................................................................................................................................ 1-2

Before Setting Up Oracle Public Sector Financials (International)........................................ 1-2Before Setting Up Modules and Subledgers............................................................................. 1-2

Setup Summary ................................................................................................................................... 1-4Oracle Public Sector Financials (International) Setup Checklists ............................................ 1-8

Step 1. Oracle Applications System Administrator Setup Checklist .................................... 1-8Step 2. Application Object Library Setup Checklist ................................................................ 1-9Step 3. Oracle General Ledger Setup Checklist...................................................................... 1-10

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Step 4. Oracle Public Sector General Ledger (International) Setup Checklist ................... 1-16Step 5. Oracle Public Sector Assets (International) Setup Checklist ................................... 1-19

Step 6. Oracle Public Sector Purchasing (International) Setup Checklist ........................... 1-22Step 7. Oracle Public Sector Payables (International) Setup Checklist ............................... 1-28Step 8. Oracle Public Sector Receivables (International) Setup Checklist .......................... 1-34

2 Oracle System Administrator Setup

Overview .............................................................................................................................................. 2-2Oracle System Administrator Setup Steps..................................................................................... 2-2

Step 1.2 Create New Responsibilities......................................................................................... 2-2Step 1.4 Create Additional Users................................................................................................ 2-3Step 1.6 Specify Profile Options.................................................................................................. 2-3General Ledger Profile Options.................................................................................................. 2-6Payables Profile Options.............................................................................................................. 2-8Receivables Profile Options......................................................................................................... 2-9Purchasing Profile Options ....................................................................................................... 2-11

3 OPSF(I)-Specific Application Object Library Setup

Overview .............................................................................................................................................. 3-2Prerequisites ........................................................................................................................................ 3-2 Application Object Library Setup Steps ....................................................................................... 3-3

Step 2.1 Enable Oracle Public Sector Financials (International) Features ........................... 3-3Step 2.1A Using the Enable OPSF(I) Features Window.......................................................... 3-5Step 2.1B Print OPSF(I) Feature Status Reports........................................................................ 3-6Step 2.2 Set Up Subledger Security ............................................................................................ 3-7Step 2.2A Create Secure Oracle Accounts ................................................................................. 3-8Step 2.2B Prepare Secure Schema ............................................................................................... 3-8Step 2.2C Register Secure Oracle Accounts ............................................................................ 3-10Step 2.2D Create Secure Data Groups ..................................................................................... 3-10Step 2.2E Define Subledger Security Groups.......................................................................... 3-10Step 2.2F Run Generate Subledger Security Program ........................................................... 3-11Step 2.2G Create Database Objects........................................................................................... 3-13Step 2.2H Compile Schemas...................................................................................................... 3-13Step 2.2I Create Secure Responsibilities .................................................................................. 3-13

iv

Step 2.2J Create Secure Transaction Manager ........................................................................ 3-14

4 General Ledger Setup

Overview .............................................................................................................................................. 4-2Prerequisites ........................................................................................................................................ 4-2Oracle General Ledger Setup Steps ................................................................................................ 4-3

Step 3.2 Define Accounting Flexfield Structure and Segments ............................................. 4-3Step 3.4 Define Account Segment Values ................................................................................. 4-4Step 3.14 Define Set of Books ..................................................................................................... 4-6Step 3.18 Define Journal Entry Sources ..................................................................................... 4-7Step 3.19 Define Journal Entry Categories ................................................................................ 4-7Step 3.22 Define Summary Accounts......................................................................................... 4-8Step 3.26 Set Up Automatic Posting .......................................................................................... 4-8Step 3.27 Define Additional Encumbrance Types ................................................................... 4-9Step 3.30 Set Profile Options ....................................................................................................... 4-9

5 Budgeting Extensions Setup

Definition ............................................................................................................................................. 5-2Purpose ................................................................................................................................................. 5-2Prerequisites ........................................................................................................................................ 5-2Define Reason Codes Procedure...................................................................................................... 5-3Reason Codes Window ...................................................................................................................... 5-4Reason Codes Window Description ............................................................................................... 5-5Define Profile Codes Procedure ...................................................................................................... 5-6Profile Codes Window ....................................................................................................................... 5-7Profile Codes Window Description ................................................................................................ 5-8Define Default Profile Codes Procedure ....................................................................................... 5-9Default Profile Codes Window ...................................................................................................... 5-10Default Profile Codes Window Description ............................................................................... 5-11Define Budget Range Codes Procedure ....................................................................................... 5-12Budget Range Codes Window........................................................................................................ 5-13Budget Range Codes Window Description ................................................................................. 5-14

6 Cash and Accruals Support Setup

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Definition ............................................................................................................................................. 6-2Overview .............................................................................................................................................. 6-2

Prerequisites ........................................................................................................................................ 6-2Define Sets of Books Relationships Procedure ............................................................................ 6-3Sets of Books Relationships Window ............................................................................................. 6-4

7 Dossier Setup

Definition ............................................................................................................................................. 7-2Overview .............................................................................................................................................. 7-2

Set Up Dossier Numbering ......................................................................................................... 7-2Set Up Dossier Types ................................................................................................................... 7-3Assign Dossier Profile Value....................................................................................................... 7-4

Prerequisites ........................................................................................................................................ 7-5Set Up Dossier Numbering ......................................................................................................... 7-5Set Up Dossier Types ................................................................................................................... 7-5

Dossier Numbering Setup Procedure ............................................................................................. 7-7Setup Dossier Numbering Window ................................................................................................ 7-8Setup Dossier Numbering Window Description ......................................................................... 7-9Dossier Types Setup Procedure...................................................................................................... 7-10Setup Dossier Types Window ........................................................................................................ 7-11Setup Dossier Types Window Description .................................................................................. 7-12

8 Enhanced Funds Checker Setup

Definition ............................................................................................................................................. 8-2Prerequisites ........................................................................................................................................ 8-2Assign Multiple Budgets to Detail Account Procedure .............................................................. 8-3Define Budget Organization Window ............................................................................................ 8-4Account Assignments Window ........................................................................................................ 8-5Assign Multiple Funding Budgets to Summary Account Procedure ....................................... 8-6Summary Accounts and Funding Budgets Pop-Up Windows .................................................. 8-7

9 Hierarchical Drill-Down Inquiry Setup

Definition ............................................................................................................................................ 9-2

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Example.......................................................................................................................................... 9-2Overview .............................................................................................................................................. 9-2Set Up Drill-Down Levels Procedure ............................................................................................. 9-3

Set Up Drill-Down Levels Window ................................................................................................ 9-4Set Up Drill-Down Levels Window Description ......................................................................... 9-5

10 HUL Numbers Setup

Definition ........................................................................................................................................... 10-2Overview ............................................................................................................................................ 10-2Prerequisites ...................................................................................................................................... 10-2Segment Overrides Setup Procedure ............................................................................................ 10-3Define HUL Enablement Overrides Window ............................................................................. 10-4Define HUL Enablement Overrides Window Description ...................................................... 10-5

11 Generic Interface Setup

Definition ........................................................................................................................................... 11-2Overview ............................................................................................................................................ 11-2Prerequisites ...................................................................................................................................... 11-3Feeder Book Mapping Procedure .................................................................................................. 11-4Feeder Book Mapping Window ..................................................................................................... 11-5Feeder Book Mapping Window Description .............................................................................. 11-6Feeder Period Mappings Procedure .............................................................................................. 11-7Feeder Period Mappings Window................................................................................................. 11-8Feeder Period Mappings Window Description .......................................................................... 11-9Feeder System Descriptors Procedure ........................................................................................ 11-10Feeder System Descriptors Window ........................................................................................... 11-11Feeder System Descriptors Window Description .................................................................... 11-12

12 Generic Interface Feeder System Data File Specification

Definition ........................................................................................................................................... 12-2Overview ............................................................................................................................................ 12-2Prerequisites ...................................................................................................................................... 12-2File Header Record Specification .................................................................................................. 12-3

Example:....................................................................................................................................... 12-3

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Journal Header Record Specification............................................................................................ 12-4Example:....................................................................................................................................... 12-4

Transaction Lines Record Specification ....................................................................................... 12-5

Example:....................................................................................................................................... 12-5File Footer Record Specification .................................................................................................... 12-7

Example:....................................................................................................................................... 12-7

13 Internal Trading Setup

Definition ........................................................................................................................................... 13-2Overview ............................................................................................................................................ 13-2Internal Trading Charge Centers Setup Procedure .................................................................... 13-3Setup Charge Center Window ........................................................................................................ 13-4Setup Charge Center Window Description ................................................................................. 13-5

14 Assets Setup

Overview ............................................................................................................................................ 14-2Prerequisites ...................................................................................................................................... 14-2Assets Setup Checklist..................................................................................................................... 14-3Assets Setup Steps ............................................................................................................................ 14-3

Step 5.10 Define Calendars........................................................................................................ 14-3Step 5.13 Define Book Controls ................................................................................................ 14-4Step 5.19 Define Price Indexes .................................................................................................. 14-6Step 5.22 Define Asset Categories ........................................................................................... 14-7

15 Purchasing Setup

Overview ............................................................................................................................................ 15-2Prerequisites ...................................................................................................................................... 15-2Purchasing Setup Steps ................................................................................................................... 15-3

Step 6.3 Enable Oracle Public Sector Purchasing (International) Features ........................ 15-3Step 6.25 Define Tax Names...................................................................................................... 15-4Step 6.37 Define Purchasing Options....................................................................................... 15-4Step 6.40 Define Line Types ...................................................................................................... 15-5Step 6.42 Complete Setup for Financials Options .................................................................. 15-5Step 6.43 Set up Receiving Options.......................................................................................... 15-5

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Step 6.46 Define Suppliers ......................................................................................................... 15-6Step 6.52A Define Partially Reclaimable VAT Percentages.................................................. 15-6

16 Gross Based VAT Setup

Definition ........................................................................................................................................... 16-2Define Partially Reclaimable Percentages Procedure ............................................................... 16-3Partially Reclaimable Percentages Window ................................................................................ 16-4Partially Reclaimable Percentages Window Description ......................................................... 16-5

17 Payables Setup

Overview ............................................................................................................................................ 17-2Prerequisites ...................................................................................................................................... 17-2Payables Setup Steps ....................................................................................................................... 17-3

Step 7.2 Enable Oracle Public Sector Payables (International) Features ............................ 17-3Step 7.6 Define Matching Tolerances....................................................................................... 17-3Step 7.7 Define Tax Authority Type Suppliers....................................................................... 17-4Step 7.8 Define Tax Names and Withholding Tax Groups .................................................. 17-5Step 7.11 Define Payables QuickCodes ................................................................................... 17-5Step 7.20 Define Financials........................................................................................................ 17-6Step 7.21 Define Payables Options......................................................................................... 17-10Step 7.31 Define Special Calendars ........................................................................................ 17-11Step 7.32 Define Budgetary Control in General Ledger...................................................... 17-11Step 7.35 Set Profile Options ................................................................................................... 17-11Step 7.36A Define Accounting Rules .................................................................................... 17-11

18 Construction Industry Scheme Setup

Definition ........................................................................................................................................... 18-2Overview ............................................................................................................................................ 18-2Set up Construction Subcontractor Procedure ............................................................................ 18-3Maintain Tax & Certificates Window ........................................................................................... 18-5Maintain Tax & Certificates Window Description ..................................................................... 18-6

19 Exchange Protocol Setup

Definition ........................................................................................................................................... 19-2

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Overview ............................................................................................................................................ 19-2Exchange Protocol Roles............................................................................................................ 19-3Exchange Protocol Actions........................................................................................................ 19-5

Exchange Protocol Supplier Threshold Control..................................................................... 19-5Exchange Protocol Numbering................................................................................................. 19-6Dossier and Exchange Protocol: Approval Workflow Overview........................................ 19-8Approval Workflow Rules ........................................................................................................ 19-9Approval Workflow Notification ............................................................................................. 19-9Exchange Protocol Approval Workflow Scenario ............................................................... 19-10

Prerequisites .................................................................................................................................... 19-11Exchange Protocol Setup Checklist ............................................................................................. 19-12

Exchange Protocol and Dossier: Workflow Profile Setup Overview................................ 19-13Define Validation Values Procedure ........................................................................................... 19-17Segment Values Window............................................................................................................... 19-18Define Jobs Procedure ................................................................................................................... 19-19Define Positions Procedure .......................................................................................................... 19-21Assign Job and Position to Employee Procedure ..................................................................... 19-22Assign Employee to User Procedure ........................................................................................... 19-23Define Position Hierarchies Procedure ...................................................................................... 19-24Fill Employee Hierarchy Procedure ............................................................................................ 19-25Define Workflow Profile Procedure............................................................................................ 19-26

Workflow Profile Definition Window .................................................................................. 19-28Workflow Profile Definition Window Description ................................................................. 19-29Assigning Workflow Profile Procedure...................................................................................... 19-30Assign Workflow Profile Window .............................................................................................. 19-31Assign Workflow Profile Window Description ........................................................................ 19-31Maintain Position Hierarchies Procedure .................................................................................. 19-32Set Up Exchange Protocol Numbering Procedure .................................................................... 19-33Setup Exchange Protocol Numbering Window ........................................................................ 19-34Setup Exchange Protocol Numbering Window Description .................................................. 19-35

20 Secondary Invoice Approval Set Up

Definition ........................................................................................................................................... 20-2Overview ............................................................................................................................................ 20-2Prerequisites ...................................................................................................................................... 20-2

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Maintain Secondary Approval Relationships Procedure ......................................................... 20-3Maintain Secondary Approval Relationships Window ............................................................ 20-5Maintain Secondary Approval Relationships Window Description...................................... 20-6

Define Flexfield Ranges Window ................................................................................................. 20-7Define Flexfield Ranges Window Description ........................................................................... 20-8

21 Receivables Setup

Overview ............................................................................................................................................ 21-2Prerequisites ...................................................................................................................................... 21-2Receivables Setup Checklist........................................................................................................... 21-3Receivables Setup Steps .................................................................................................................. 21-3

Step 8.2 Enable Oracle Public Sector Receivables (International) Features ....................... 21-3Step 8.10 Define Transaction Flexfield Structure ................................................................... 21-3Step 8.14 Define AutoInvoice Grouping Rules ...................................................................... 21-5Step 8.15 Define System Options.............................................................................................. 21-6Step 8.20 Set Up Cash Basis Accounting ................................................................................. 21-7Step 8.21 Define Transaction Types ......................................................................................... 21-7Step 8.22 Define Transaction Sources ...................................................................................... 21-7Step 8.27 Define Receivables Activity.................................................................................... 21-10Step 8.34 Define Dunning Letter Sets .................................................................................... 21-11Step 8.35 Turn Off ARDLP Print Option............................................................................... 21-14Step 8.37 Define Salespersons ................................................................................................. 21-14Step 8.39 Define Tax Codes and Rates................................................................................... 21-14Step 8.40 Define Customer Profile Classes ........................................................................... 21-14Step 8.41 Define Customers .................................................................................................... 21-16

22 Single Third Party Setup

Overview ............................................................................................................................................ 22-2Netting Types..................................................................................................................................... 22-3Receivables Balance ......................................................................................................................... 22-3Payables Balance ............................................................................................................................... 22-3Objection to Payment....................................................................................................................... 22-3Assignment ........................................................................................................................................ 22-3Payment Excess.................................................................................................................................. 22-4Reimbursement ................................................................................................................................. 22-4

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Netting Transactions and Journal Entries .................................................................................... 22-4Netting Transaction Class and Type Usage ................................................................................. 22-8Netting Security ................................................................................................................................ 22-9

Prerequisites ...................................................................................................................................... 22-9Single Third Party Setup Checklist............................................................................................. 22-10

Line Transaction Flexfield for Receivables Netting Interface ............................................ 22-11Netting Batch Source for Receivables .................................................................................... 22-11Netting Batch Source for Payables ......................................................................................... 22-11

Define Netting Transaction Types Procedure............................................................................ 22-12Netting Transaction Types Window ............................................................................................ 22-14

A Subledger Security Implementation Process

Definition ............................................................................................................................................. A-2Subledger Security Implementation Process Diagram ............................................................... A-3Subledger Security Implementation Process Description .......................................................... A-4Payables Example ............................................................................................................................... A-5Purchasing Example ........................................................................................................................... A-7Subledger Security with Secondary Approval.............................................................................. A-9References .......................................................................................................................................... A-10

Index

xii

Send Us Your Comments

Oracle Public Sector Financials (International) Implementation Guide

Version 3.3 for Release 11.0.3


Oracle Corporation welcomes your comments and suggestions on the quality and usefulness of this publication. Your input is an important part of the information used for revision.

■ Did you find any errors?

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If you find any errors or have any other suggestions for improvement, please indicate the chapter, section, and page number (if available).

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Please send your comments to:

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xiv

Preface

The Oracle Public Sector Financials (International) Implementation Guide provides information on how to set up Oracle Public Sector Financials (International).

The following sections are included in this preface:

■ Audience

■ Related Publications

■ Special Conventions

■ Customer Support

■ Documentation Sales and Client Relations

xv

Audience

AudienceThe Oracle Public Sector Financials (International) Implementation Guide provides information about setting up Oracle Public Sector Financials (International). It is designed to assist the following:

■ Oracle consultants

■ Oracle customers

■ project managers

■ systems analysts

This guide assumes training in how to use Oracle Public Sector Financials (International) and Oracle Applications. It is not intended to substitute for such training.

xvi Oracle Public Sector Financials (International) Implementation Guide

Related Publications

Related PublicationsThis guide contains references to the following types of Oracle publications:

■ Oracle Public Sector Financials (International) publications

■ Oracle Applications publications

Oracle Public Sector Financials (International) Applications PublicationsThis guide is related to the following Oracle Public Sector Financials (International) publications:

■ Oracle Public Sector Financials (International) Installation and Upgrade Guide

■ Oracle Public Sector Financials (International) Release Notes

■ Oracle Public Sector Financials (International) System Release Bulletin

■ Oracle Public Sector Financials (International) User’s Guide

■ Oracle Public Sector Financials (International) Technical Reference Manual

Oracle Applications Publications This guide is related to the following Oracle Applications publications:

■ Oracle Applications Message Reference Manual

■ Oracle Applications System Administrator’s Guide

■ Oracle Human Resource Management Systems User’s Guide

■ Oracle Applications Flexfields Guide

■ Oracle Application’s User’s Guide

■ Oracle General Ledger User’s Guide

■ Oracle Payables User’s Guide

■ Oracle Purchasing User’s Guide

■ Oracle Receivables User’s Guide

■ Oracle Assets User’s Guide

xvii

■ Oracle Applications Global Accounting Engine User’s Guide

Special Conventions

Special ConventionsThe following special conventions are observed.

ReferencesAll references to specific chapters refer to chapters in this guide unless otherwise noted.

Bold Bold type denotes buttons and menu paths, as in the following examples:

Submit

File - New - Open

UPPERCASE Uppercase text denotes Oracle keywords, statements, and statuses, as in the following example:

CONFIRMED

Courier Courier font denotes sample command line input or report output, as in the following example: $APPL_TOP/BUDGET_99

< > Angle brackets denote a user-selected value, as in the following example:

<Pagebreak 1>

Note: Notes alert the user to the following type of information in this guide:

Note: Notes alert users to key points to consider when using a feature.

WARNING: Warnings alert the user to the following type of information in this guide:

WARNING: Warnings highlight text that warns of actions that could result in loss of data or incorrect processing.

xviii Oracle Public Sector Financials (International) Implementation Guide

Customer Support

Customer SupportOracle Support Services can be reached 24 hours a day. To obtain assistance, please call one of the following numbers:

In the USA: 1.650.506.1500

In Europe: +44.1344.860160

You will be asked a series of questions that help direct you to the correct Oracle product support group. Be prepared to supply the following information:

■ your CSI number, which helps Oracle Support Services track problems recorded for each customer and identifies you as a supported customer

■ version numbers of the Oracle products

■ operating system name and version number

■ details of error numbers and descriptions, which help Oracle Support Services track down the problem more quickly

■ a description of the problem

xix

Documentation Sales and Client Relations

Documentation Sales and Client RelationsTo order hardcopy documentation, call Documentation Sales at one of the following numbers:

In the USA: 1.800.252.0303

In Europe: +44.990.332200

For shipping inquiries, product exchanges, or returns, call Client Relations at the following number:

In the USA: 1.650.506.1500

In Europe: +44.990.622300

xx Oracle Public Sector Financials (International) Implementation Guide

Overview of

1Overview of Setup

This chapter provides an overview of the setup steps required for Oracle Public Sector Financials (International). The following sections are in this chapter:

■ Introduction

■ Prerequisites

■ Setup Summary

■ Oracle Public Sector Financials (International) Setup Checklists

Setup 1-1

Introduction

IntroductionThis chapter provides an overview of all steps required to set up Oracle Public Sector Financials (International). Oracle Public Sector Financials (International) has many features. The product is designed for flexible use in that each feature can be enabled or disabled selectively. All systems require a full installation of Oracle General Ledger.

Some features must be configured as part of standard Oracle Applications setup, and some features require extra Oracle Public Sector Financials (International) setup steps as well as standard Oracle Applications setup.

To avoid data inconsistency, some features such as Enhanced Funds Checker, once enabled, cannot be disabled later.

Prerequisites

Before Setting Up Oracle Public Sector Financials (International)❏ The scope of the implementation must be predefined, and the setup related to

the enabled features must be considered before deciding on the product configuration steps. Most setup steps must be performed in a predetermined sequence.

For an overview of features in Oracle Public Sector Financials (International), see Introduction, Oracle Public Sector Financials (International) User’s Guide.

For instructions on how to enable Oracle Public Sector Financials (International) features, see Step 2.1 Enable Oracle Public Sector Financials (International) Features in Chapter 3, OPSF(I)-Specific Application Object Library Setup.

Before Setting Up Modules and Subledgers❏ After all System Administration and General Ledger setup is completed, all

other subledger modules can be set up one by one. However, note the following:

■ The relevant Oracle Public Sector Financials (International) features for the module must be enabled first. If a multiple organization structure is implemented, the operating-unit dependent features must be enabled at the

1-2 Oracle Public Sector Financials (International) Implementation Guide

operating unit level.

Prerequisites

■ If a Multiple Organization structure is implemented, the setup of Oracle Purchasing, Oracle Receivables, and Oracle Payables must be performed for each operating unit in which the module is intended to be used.

For information on setting up a Multiple Organization structure, see Multiple Oraganizations in Oracle Applications.

■ If a combination of modules and subledgers is to be used, overlapping setup steps only need to be performed once.

■ Some Oracle Purchasing setup steps are dependent on the Financial Options setup in Oracle Payables.

Overview of Setup 1-3

Setup Summary

Setup SummaryA summary and the sequence of setup are as follows:

Step 1. Oracle Applications System Administrator Setup

This is a prerequisite for all features and must be performed first.

See Table 1–1 for the setup checklist for this step.

For information about setting up System Administrator, see Setting Up Oracle Applications Administrator, Oracle Applications System Administrator’s Guide.

Step 2. Application Object Library Setup

This step is specific to Oracle Public Sector Financials (International), and includes the following:

■ Enable Oracle Public Sector Financials (International) features.

This is a prerequisite for using any Oracle Public Sector Financials (International) features.

For information about this step, see Step 2.1 Enable Oracle Public Sector Financials (International) Features in Chapter 3, OPSF(I)-Specific Application Object Library Setup.

■ Set Up Subledger Security. This step is required only if this feature is used.


Step 3. Oracle General Ledger Setup

This step is a prerequisite for all features and must be performed after setting up Oracle Applications System Administrator and enabling selected Oracle Public Sector General Ledger (International) features. Some windows are enhanced to replace the equivalent standard Oracle General Ledger windows in order to configure the following features:

■ Budgeting Extensions

■ Enhanced Funds Checker

■ HUL Numbers



For information about setting up Oracle General Ledger, see Overview of Setting Up, Oracle General Ledger User’s Guide.

Step 4. Oracle Public Sector General Ledger (International) Setup

Setup Summary

This step is specific to Oracle Public Sector Financials (International) and is required to use the following features:


■ Cash and Accruals Support

■ Dossier


■ Generic Interface

■ Hierarchical Drill-Down Inquiry

■ HUL Numbers

■ Internal Trading

All windows used for this part of the setup are designed specifically for configuring the previously mentioned features.


For information on the public sector details of this step, see Chapter 4, General Ledger Setup.

Step 5. Oracle Assets Setup

This step is a prerequisite for using Oracle Assets and Oracle Public Sector Assets (International). Certain steps in this chapter are required to use Modified Historic Cost Accounting (MHCA). Some setup windows are enhanced to replace the equivalent standard Oracle Assets windows to configure Oracle Public Sector Assets (International).


For information on the public sector details of this step, see Chapter 14, Assets Setup.

For information on setting up Oracle Assets, see Asset Setup Processes, Oracle Assets User’s Guide.

Step 6. Oracle Purchasing Setup

This step is a prerequisite for using Oracle Purchasing and Oracle Public Sector Purchasing (International). Certain steps are required if the following features


are used:

■ Contract Encumbrancing

Setup Summary

■ Dossier


■ Exchange Protocol

■ Gross Based VAT

■ HUL Numbers


For information on the public sector details of this step, see Chapter 15, Purchasing Setup.

For information on setting up Oracle Purchasing, see Setup Overview, Oracle Purchasing User’s Guide.

Step 7. Oracle Payables Setup

This step is a prerequisite for using Oracle Payables and Oracle Public Sector Payables (International). Certain steps are required if the following features are used:

■ Construction Industry Scheme


■ Gross Based VAT

■ Secondary Invoice Approval

■ HUL Numbers


■ Multi-Period Posting

■ Single Third Party

Some setup windows are enhanced to replace the equivalent standard Oracle Payables windows. There are also unique Oracle Public Sector Payables (International) setup windows.


For information on the public sector details of this step, see Chapter 17, Payables Setup.


For information on setting up Oracle Payables, see Setting Up Oracle Payables, Oracle Payables User’s Guide.

Setup Summary

Step 8. Oracle Receivables Setup

This step is a prerequisite for using Oracle Receivables and Oracle Public Sector Receivables (International). Certain steps are required if the following features are used:

■ Combined Basis Accounting

■ Standing Charges

■ Offering Installment Terms

■ Dunning Letter Charges


Some setup windows are enhanced to replace the equivalent standard Oracle Receivables windows. There are also unique Oracle Public Sector Receivables (International) setup windows.


For information on the public sector details of this step, see Chapter 21, Receivables Setup.

For information on setting up Oracle Receivables, see Setting Up Receivables, Oracle Receivables User’s Guide.


Oracle Public Sector Financials (International) Setup Checklists


Step 1. Oracle Applications System Administrator Setup ChecklistTable 1–1 shows the Oracle Applications System Administrator setup checklist. This table describes steps that are required by Oracle Applications, Oracle Public Sector Financials (International), or both.

All Oracle Applications setup steps designated as required in Table 1–1 must be completed to use Oracle Public Sector Financials (International). For each public sector feature enabled, all additional setup steps designated as required must be performed. Steps in bold italic are described in Oracle System Administrator Setup Steps in Chapter 2, Oracle System Administrator Setup.

Table 1–1 Step 1 Oracle Applications System Administrator Setup Checklist

Step Number Setup Step

Oracle Applications

Oracle Public Sector Financials (International)

Extra Setup for Public Sector Features

1.1 Create Oracle Applications User

required required

1.2 Create New Responsibilities optional optional Various Features

1.3 Implement Function Security optional optional

1.4 Create Additional Users required required Secondary Invoice Approval

Dossier

Exchange Protocol

1.5 Set Up Printers required required

1.6 Specify Profile Options required with defaults

required with defaults if feature enabled

Budgeting Extensions

required if feature enabled

Dossier


Exchange Protocol



Internal Trading


Step 2. Application Object Library Setup ChecklistTable 1–2 shows the Application Object Library setup checklist for Oracle Public Sector Financials (International). This table describes general steps to follow to enable Oracle Public Sector Financials (International) features and the specific steps to follow to set up the Subledger Security feature.

For each public sector feature enabled, all setup steps designated as required must be performed. Steps in bold italic are described in Application Object Library Setup Steps in Chapter 3, Step 2.1 Enable Oracle Public Sector Financials (International) Features.

optional Generic Interface


Secondary Invoice Approval


Single Third Party


Standing Charges

1.7 Define Concurrent Managers optional optional

1.8 Define Request Sets optional optional

1.9 Set Up AuditTrail optional optional

1.10 Modify Language Prompts optional optional

1.11 Modify Territory LOV Values optional optional

Table 1–1 Step 1 Oracle Applications System Administrator Setup Checklist


Oracle Applications





Prerequisites❏ All Oracle Applications setup steps designated as required in Table 1–1 must be

completed first.

Step 3. Oracle General Ledger Setup ChecklistTable 1–3 shows the Oracle General Ledger setup checklist for Oracle Public Sector Financials (International). This table describes steps to follow to set up General

Table 1–2 Step 2 OPSFI-Specific Application Object Library Setup Checklist


Oracle Applications



Step 2.1 Enable Oracle Public Sector Financials (International) Features

N/A required All Features

Step 2.2 Set Up Subledger Security N/A required if feature enabled

Subledger Security

A. Create Secure Oracle Accounts

B. Prepare Secure Schema

C. Register Secure Oracle Accounts

D. Create Secure Data Group

E. Define Subledger Security Groups

F. Run Generate Subledger Security Program

G. Create Database Objects

H. Compile Schemas

I. Create Secure Responsibilities

J. Create Secure Transaction Managers


Ledger and where extra setup steps are required for specific public sector features.


For each public sector feature enabled, all setup steps designated as required must be performed. Steps in bold italic are described in Oracle General Ledger Setup Steps in Chapter 4, General Ledger Setup.


completed first.

❏ The following public sector features must be enabled if they are to be used:



■ Dossier



■ Hierarchical Drill Down Inquiry

■ HUL Numbers


For information on enabling public sector features, see Step 2. Application Object Library Setup Checklist.

Table 1–3 Step 3 Oracle General Ledger Setup Checklist

Step Number Setup Step Oracle Applications



Step 3.1 Define Value Sets required required


Dossier


Exchange Protocol

Step 3.2 Define Accounting Flexfield Structure and Segments

required required





HUL Numbers


Step 3.3 Define Rollup Groups optional optional

Step 3.4 Define Account Segment Values

required required



Step 3.5 Define Security Rules optional optional

Step 3.6 Define Cross-Validation Rules

optional optional

Step 3.7 Define or Enable Descriptive Flexfields for General Ledger

optional optional

Step 3.8 Define Account Shorthand Aliases

optional optional

Step 3.9 Define Account Combinations

conditionally required (if Dynamic Insert not used)

conditionally required (if Dynamic Insert not used)

Step 3.10 Define Period Types required with defaults required with defaults

Step 3.11 Define Calendar required required

Step 3.12 Define Transaction Calendar (ADB)

optional optional

Step 3.13 Define Currencies required with defaults required with defaults

Step 3.14 Define Set of Books required required


Enhanced Funds Checker

Step 3.15 Assign Set of Books to Responsibility

required required

Step 3.16 Define Daily Conversion Rate Types

required with defaults required with defaults

Step 3.17 Define Rates optional optional







Step 3.18 Define Journal Entry Sources





Internal Trading

recommended if feature enabled

Generic Interface

Step 3.19 Define Journal Entry Categories





Generic Interface

Step 3.20 Define Suspense Accounts optional optional

Step 3.21 Define Intercompany Accounts

optional optional

Step 3.22 Define Summary Accounts optional conditionally required if feature enabled

Enhanced Funds Checker, if summary budgets used

Step 3.23 Define Statistical Units of Measure

optional optional

Step 3.24 Define Historical Rates optional optional

Step 3.25 Define Document Sequences

required if Oracle Global Accounting Engine implemented; otherwise optional

required if Oracle Global Accounting Engine implemented


Dossier






Step 3.26 Set Up Automatic Posting optional recommended if feature enabled

Internal Trading



Cash and Accruals Support

Step 3.27 Define Additional Encumbrance Types

optional required if feature enabled

Contract Encumbrancing


Internal Trading

Step 3.28 Define System Controls required with defaults required with defaults

Step 3.29 Define Budgetary Control Groups

optional optional

Step 3.30 Set Profile Options required required See Step 1.6, Specify Profile Options

Step 3.31 Open and Close Accounting Periods

required required

Step 3.32 Set Up Budgets optional required if feature enabled





Dossier

Step 3.33 Continue setup for other enabled OPSFI GL Features

N/A conditionally required

Chapter 5 required if feature enabled





Dossier









Hierarchical Drill Down Inquiry



HUL Numbers

Chapter 11, Chapter 12 required if feature enabled

Generic Interface


Internal Trading







Step 4. Oracle Public Sector General Ledger (International) Setup ChecklistTable 1–4 shows the Oracle Public Sector General Ledger (International) setup checklist. This table lists steps where extra setup is required for specific public sector features.

For each public sector feature enabled, all setup steps designated as required must be performed. These steps do not have to be completed in a specific order.

For information on setting up Budgeting Extensions, see Chapter 5, Budgeting Extensions Setup.

For information on setting up Cash and Accruals Support, see Chapter 6, Cash and Accruals Support Setup.

For information on setting up Dossier, see Chapter 7, Dossier Setup.

For information on setting up Enhanced Funds Checker, see Chapter 8, Enhanced Funds Checker Setup.

For information on setting up Hierarchical Drill Down Inquiry, see Chapter 9, Hierarchical Drill-Down Inquiry Setup.

For information on setting up HUL Numbers, see Chapter 10, HUL Numbers Setup.

For information on setting up the Generic Interface, see Chapter 11, Generic Interface Setup and Chapter 12, Generic Interface Feeder System Data File Specification.

For information on setting up Internal Trading, see Chapter 13, Internal Trading Setup.


completed first.

❏ The following public sector features must be enabled if they are to be used:



■ Dossier






■ HUL Numbers



❏ The General Ledger must be set up.

For information on setting up General Ledger, see Step 3. Oracle General Ledger Setup Checklist.

Table 1–4 Step 4 Oracle Public Sector General Ledger (International) Setup Checklist


Oracle Applications



N/A Define Reason Codes N/A required if feature enabled


N/A Define Profile Codes N/A required if feature enabled


N/A Define Default Profile Codes N/A required if feature enabled


N/A Define Budget Range Codes N/A required if feature enabled


N/A Define Sets of Books Relationship

N/A required if feature enabled


N/A Map Feeder Book N/A required if feature enabled

Generic Interface

N/A Map Feeder Periods N/A required if feature enabled

Generic Interface

N/A Define Feeder System Descriptors


Generic Interface

N/A Set Up Drill Down Levels N/A required if feature enabled

Hierarchical Drill Down Inquiry

N/A Define Segment Overrides N/A required if feature enabled

HUL Numbers

N/A Define Internal Trading N/A required if Internal Trading


Charge Centers feature enabled


N/A Set Up Dossier Numbering N/A required if feature enabled

Dossier

N/A Define Workflow Profile N/A required if feature enabled

Dossier

N/A Set Up Dossier Types N/A required if feature enabled

Dossier

Table 1–4 Step 4 Oracle Public Sector General Ledger (International) Setup Checklist


Oracle Applications





Step 5. Oracle Public Sector Assets (International) Setup ChecklistTable 1–5 contains the Oracle Public Sector Assets (International) setup checklist. This table shows steps to follow to set up Assets and where extra setup steps are required for the public sector feature MHCA.

All setup steps designated as required must be performed to use Assets. Steps in bold italic are described in Assets Setup Steps in Chapter 14, Assets Setup.


completed first.

❏ All Oracle Public Sector Financials (International) features to be used must be enabled.




❏ Other prerequisites may apply.

For information on prerequisites for implementing the product, see the main Prerequisites section in this chapter.

Table 1–5 Step 5 Oracle Public Sector Assets (International) Setup Checklist


Oracle Applications



Step 5.1 Enable Oracle Public Sector Financials (International) Feature


MHCA

Step 5.2 Define Asset Category Flexfield

required required

Step 5.3 Define Location Flexfield required required

Step 5.4 Define Asset Key Flexfield required required


Step 5.5 Define System Controls required required

Step 5.6 Define Locations optional optional


Step 5.7 Define Asset Key Flexfield Combinations

optional optional

Step 5.8 Define QuickCodes required with defaults

required with defaults

Step 5.9 Define Fiscal Years required required

Step 5.10 Define Calendars required required


MHCA

Step 5.11 Define Journal Entry Sources required with defaults





Step 5.13 Define Book Controls required required


MHCA

Step 5.14 Define Account Generator required with defaults


Step 5.15 Define Depreciation Methods required with defaults


Step 5.16 Define Depreciation Ceilings optional optional

Step 5.17 Define Investment Tax Credits

optional optional

Step 5.18 Define Prorate Conventions required required

Step 5.19 Define Price Indexes optional required if feature enabled

MHCA

Step 5.20 Define Unit of Measure Classes

optional optional

Step 5.21 Define Units of Measure optional optional



Oracle Applications





Step 5.22 Define Asset Categories required required


MHCA

Step 5.23 Define Distribution Sets optional optional

Step 5.24 Define Leases optional optional

Step 5.25 Define Asset Warranties optional optional

Step 5.26 Define Financials optional optional

Step 5.27 Define Suppliers optional optional

Step 5.28 Define Employees optional optional

Step 5.29 Define Descriptive Flexfields optional optional

Step 5.30 Define Profile Options optional optional



Oracle Applications





Step 6. Oracle Public Sector Purchasing (International) Setup ChecklistTable 1–6 shows the Oracle Public Sector Purchasing (International) setup checklist. This table describes steps to follow to set up Purchasing and where extra setup steps are required for public sector features.

All setup steps designated as required must be performed to use Oracle Public Sector Purchasing (International). Steps in bold italic are described in Purchasing Setup Steps in Chapter 15, Purchasing Setup.


completed first.







Table 1–6 Step 6 Oracle Public Sector Purchasing (International) Setup Checklist




Step 6.1 Set up Human Resources and Inventory Key Flexfields

required required

Step 6.2 Set up a Multiple Organization Enterprise

conditionally required conditionally required

Develop the Organization Structure

required required


Define Sets of Books required required

Define Organizations required required


Define Organization Relationships

required required

Define Responsibilities required required

Set the Operating Unit Profile Option for Each Responsibility

required required

Convert to Multiple Organization Architecture

required required

Define Inventory Organization Security

optional optional

Change Order Entry Profile Options

optional optional

Update Profile Options Specific to Operating Units

required required

Secure Balancing Segment Values by Legal Entity

optional optional

Run the Setup Validation Report (Recommended)

recommended recommended

Step 6.3 Enable Oracle Public Sector Purchasing (International) Features




Construction Industry Scheme


Dossier


Exchange Protocol


Gross Based VAT

required if feature HUL Numbers






enabled


Step 6.4 Define Organizations Note: If Multiple Organizations are implemented, this should be performed as part of Step 6.2, Set up a Multiple Organization Enterprise

required required



Step 6.6 Define Units of Measure required with defaults required with defaults

Step 6.7 Define Item Attribute Controls


Step 6.8 Define Container Type QuickCodes


Step 6.9 Define Item Status required with defaults required with defaults

Step 6.10 Define Item Type QuickCodes


Step 6.11 Define Customer Item Commodity Codes

optional optional

Step 6.12 Define Item Templates optional optional

Step 6.13 Define Employee QuickCodes


Step 6.14 Define Supplier and Employee Numbering (at Financial Options level)

required required

Step 6.15 Define Employees required required

Step 6.16 Define Jobs required required


Dossier

required if feature Exchange






enabled Protocol


Step 6.17 Define Positions optional required if feature enabled

Dossier


Exchange Protocol

Step 6.18 Define Position Hierarchies optional required if feature enabled

Dossier


Exchange Protocol

Step 6.19 Set up Oracle Workflows required required


Dossier


Exchange Protocol

Step 6.20 Decide how to use Account Generator

required required

Step 6.21 Define Manufacturing System and User Profiles

required required

Step 6.22 Open Purchasing and Inventory Accounting Periods

required required

Step 6.23 Define Subinventory Locations

optional optional

Step 6.24 Set up Cross Reference Types

optional optional

Step 6.25 Define Tax Names optional required if feature enabled

Gross Based VAT

Step 6.26 Define Location Association optional optional

Step 6.27 Define Approval Groups required required

Step 6.28 Assign Approval Groups required required







Step 6.29 Fill Employee Hierarchy optional required if feature enabled

Exchange Protocol


Dossier

Step 6.30 Define Document Types required with defaults required with defaults

Step 6.31 Define Purchasing Lookups required with defaults required with defaults

Step 6.32 Define Inspection Codes optional optional

Step 6.33 Define Hazard Classes optional optional

Step 6.34 Define UN Numbers optional optional

Step 6.35 Define Standard Attachments

optional optional

Step 6.36 Set up Purchasing Flexfields

required required

Step 6.37 Define Purchasing Options required required


Gross Based VAT


HUL Numbers

Step 6.38 Define Buyers required required

Step 6.39 Define Items optional optional

Step 6.40 Define Line Types required with defaults required with defaults


Gross Based VAT

Step 6.41 Start Purchasing Database Administrator

required required

Step 6.42 Complete Setup for Financials

required required

required if feature Contract






enabled Encumbrancing





Gross Based VAT

Step 6.43 Set up Receiving Options required required


Gross Based VAT

Step 6.44 Start Transaction Managers required required

Step 6.45 Define Resubmission Intervals for Concurrent Processes

optional optional

Step 6.46 Define Suppliers required required




Gross Based VAT

Step 6.47 Start Send Notifications for Purchasing Document Process

required required

Step 6.48 Set up Document Creation Options


Step 6.49 Set up Approval Timeout Feature

optional optional

Step 6.50 Start Workflow Background Process

optional optional

Step 6.51 Modify Change Order Workflow Options

optional optional

Step 6.52 Continue Setup for Other OPSF(I) Features


A. Define Partially required if feature Gross Based VAT






Reclaimable VAT Percentages

enabled


Step 7. Oracle Public Sector Payables (International) Setup ChecklistTable 1–7 contains the Oracle Public Sector Payables (International) setup checklist. This table shows steps to follow to set up Payables and where extra setup steps are required for public sector features.

All setup steps described as Required must be performed to use Oracle Public Sector Payables (International). Steps in bold italic are described in Payables Setup Steps in Chapter 17, Payables Setup.


completed first.







Table 1–7 Step 7 Oracle Public Sector Payables (International) Setup Checklist


Oracle Applications




conditionally required


A. Develop the Organization Structure

required required

B. Define Sets of Books required required

C. Define Organizations required required


D. Define Organization Relationships

required required

E. Define Responsibilities required required


F. Set the Operating Unit Profile Option for Each Responsibility

required required

G. Convert to Multiple Organization Architecture

required required

H. Define Inventory Organization Security

optional optional

I. Change Order Entry Profile Options

optional optional

J. Update Profile Options Specific to Operating Units

required required

K. Secure Balancing Segment Values by Legal Entity

optional optional

L. Run the Setup Validation Report


Step 7.2 Enable Oracle Public Sector Payables (International) features




Dossier


Exchange Protocol


Gross Based VAT


Multi-Period Posting




Single Third Party



Oracle Applications




Step 7.3 Choose a Primary Set of Books

required required


Step 7.4 As System Administrator, set GL Set of Books Name profile option at appropriate level. Note: If Multiple Organizations are implemented, this should be performed as part of Step 7.1, Set up a Multiple Organization Enterprise.

required required

Step 7.5 Define Payment Terms required required

Step 7.6 Define Matching Tolerances optional required if feature enabled

Gross Based VAT

Step 7.7 If used Automatic Withholding Tax, define Tax Authority type suppliers



Step 7.8 Define Tax Names, and if used Automatic Withholding Tax, define Withholding Tax Groups




Gross Based VAT

Step 7.9 Define Approval Codes required with defaults



Step 7.11 Define Payables QuickCodes required with defaults


recommended Construction Industry Scheme

required Single Third Party

Step 7.12 Define Payment Interest Rates

optional optional

Step 7.13 Define Expense Report optional optional



Oracle Applications




Templates

Step 7.14 Define Employee QuickCodes

optional optional


Step 7.15 Enter Locations required required

Step 7.16 Enter Employees conditionally required



Dossier


Exchange Protocol

Step 7.17 Define Reporting Entities conditionally required


Step 7.18 Define Income Tax Regions conditionally required with defaults

conditionally required with defaults

Step 7.19 If Oracle Inventory or Oracle Purchasing is installed, define at least one Inventory Organization. Note: If Multiple Organizations are implemented, this should be performed as part of Step 7.1, Set up a Multiple Organization Enterprise.



Step 7.20 Define Financial Options required required


Exchange Protocol


Dossier




Gross Based VAT



required if feature Multi-Period



Oracle Applications




enabled Posting




Step 7.21 Define Payables Options required required




Gross Based VAT

Step 7.22 Define Payment Programs required with defaults


Step 7.23 Define Payment Window optional optional

Step 7.24 Maintain Countries and Territories

optional optional

Step 7.25 Assign Flexible Address optional optional

Step 7.26 Define Bank Accounts required required

Step 7.27 Open Accounting Periods required required

Step 7.28 Define Request Sets optional optional

Step 7.29 Define Expense Distribution Detail and Invoice Aging Report

optional optional

Step 7.30 Set up Print Styles and Drivers for Supplier Mailing Labels Report

required required

Step 7.31 Define Special Calendars for Key Indicators, Recurring Payments, and Withholding Tax



Step 7.32 Implement Budgetary Control in General Ledger



optional other features



Oracle Applications





Step 7.33 Implement Sequential Numbering

required if Oracle Global Accounting Engine implemented; otherwise optional



Exchange Protocol

Step 7.34 Define Descriptive Flexfields optional optional

Step 7.35 As System Administrator, Set Profile Options





optional Exchange Protocol


Single Third Party

Step 7.36 Continue setup for other enabled Oracle Public Sector Payables (International) Features


A. Define Accounting Rules required if feature enabled

Multi-Period Posting

B. Construction Industry Scheme Setup



C. Define Workflow Profiles required if feature enabled

Exchange Protocol


Dossier

D. Define Exchange Protocol Numbering Schemes


Exchange Protocol



Oracle Applications




E. Set Up Secondary Invoice Approval




Step 8. Oracle Public Sector Receivables (International) Setup ChecklistTable 1–8 shows the Oracle Public Sector Receivables (International) setup checklist. This table shows steps to follow to set up Receivables and where extra setup steps are required for public sector features.

All setup steps described as Required must be performed to use Receivables. Steps in bold italic are described in Receivables Setup Steps in Chapter 21, Receivables Setup.

Prerequisites❏ All Oracle Applications setup steps designated as Required in Table 1–1 must

be completed first.







Table 1–8 Step 8 Oracle Public Sector Receivables (International) Setup Checklist


Oracle Applications






A. Develop the Organization Structure

required required

B. Define Sets of Books required required

C. Define Organizations required required


D. Define Organization Relationships

required required

E. Define Responsibilities required required


F. Set the Operating Unit Profile Option for Each Responsibility

required required

G. Convert to Multiple Organization Architecture

required required

H. Define Inventory Organization Security

optional required

I. Change Order Entry Profile Options

optional optional

J. Update Profile Options Specific to Operating Units

required required

K. Secure Balancing Segment Values by Legal Entity

optional optional

L. Run the Setup Validation Report


Step 8.2 Enable Oracle Public Sector Receivables (International) Features


Combined Basis Accounting


Dunning Letter Charges


Exchange Protocol


Installment Terms


Standing Charges


Single Third Party

Step 8.3 Decide How to use Account Generator

required required



Oracle Applications




Step 8.4 Define System Item Flexfield Structure

required required


Step 8.5 Define Organizations Note: If Multiple Organizations are implemented, this should be performed as part of Step 8.1, Set up a Multiple Organization Enterprise

required required

Step 8.6 Define Territory Flexfield optional optional

Step 8.7 Define Sales Tax Location Flexfield Structure



Step 8.8 Define Flexible Address Windows

optional optional

Step 8.9 Maintain Countries and Territories

optional optional

Step 8.10 Define Transaction Flexfield Structure


Single Third Party


Standing Charges

Step 8.11 Define AutoCash Rule Sets optional optional

Step 8.12 Define QuickCodes optional optional

Step 8.13 Define AutoInvoice Line Ordering Rules

optional optional

Step 8.14 Define AutoInvoice Grouping Rules

optional


Standing Charges

Step 8.15 Define System Options required required



Step 8.16 Define Payment Terms required with defaults




Oracle Applications




Step 8.17 Define Accounting Rules optional optional

Step 8.18 Open Accounting Periods required required


Step 8.19 Define AutoAccounting required required

Step 8.20 Set Up Cash Basis Accounting



Step 8.21 Define Transaction Types required with defaults



Single Third Party


Standing Charges

Step 8.22 Define Transaction Sources required with defaults

required with defaults Single Third Party


Standing Charges

Step 8.23 Define Collectors required required

Step 8.24 Define Adjustment Limits required required

Step 8.25 Define Remittance Banks required required


Step 8.27 Define Receivables Activity required required



Step 8.28 Define Receipt Classes and Payment Methods

required required

Step 8.29 Define Receipt Sources required required

Step 8.30 Define Aging Buckets required with defaults


Step 8.31 Define Statement Cycles optional optional

Step 8.32 Define Statement Messages optional optional

Step 8.33 Define Dunning Letters optional optional



Oracle Applications




Step 8.34 Define Dunning Letter Sets optional required if feature enabled



Step 8.35 Turn Off ARDLP Print Option



Step 8.36 Define Territories optional optional

Step 8.37 Define Salespersons required with defaults



Standing Charges

Step 8.38 Define Profile Options required required

Step 8.39 Define Tax Codes and Rates required required


Standing Charges

Step 8.40 Define Customer Profile Classes




Step 8.41 Define Customers required required




Standing Charges

Step 8.42 Define Remit-To Addresses required required

Step 8.43 Define Customer Relationships

optional optional

Step 8.44 Define Customer Banks optional optional

Step 8.45 Define Lockboxes optional optional

Step 8.46 Define Transmission Window optional optional

Step 8.47 Define Receipt Programs optional optional


optional optional

Step 8.49 Define Units of Measure required with required with defaults



Oracle Applications




defaults

Step 8.50 Define Standard Memo Lines optional optional


Step 8.51 Define Item Tax Rate Exceptions

optional optional

Step 8.52 Define Tax Exemptions optional optional

Step 8.53 Define Document Sequences required if Oracle Global Accounting Engine implemented; otherwise optional



Single Third Party

Step 8.54 Continue setup for other enabled Oracle Public Sector Receivables (International) features


A. Define Netting Transaction Types


Single Third Party

B. Assign Single Third Party Profile Values


Single Third Party



Oracle Applications




Oracle System Administrator

2Oracle System Administrator Setup

This chapter describes Oracle System Administrator setup steps that are required for Oracle Public Sector Financials (International). The following sections are in this chapter:

■ Overview

■ Oracle System Administrator Setup Steps

Setup 2-1

Overview

OverviewThis chapter provides a checklist of Oracle System Administrator setup and describes the setup steps that are required for Oracle Public Sector Financials (International).

System Administrator setup is Step 1 in implementing Oracle Public Sector Financials (International). This step is mandatory for all features. See Table 1–1 in Chapter 1, Overview of Setup for the full checklist of implementation steps.

All steps designated as required in Table 1–1 must be completed. Steps that need specific settings or additional information for the implementation of Oracle Public Sector Financials (International) are shown in bold italic and described in the following section, Oracle System Administrator Setup Steps.

Use the Oracle Applications System Administrator’s Guide along with this guide to complete Oracle System Administrator setup.

Oracle System Administrator Setup StepsFollow these steps to perform extra setup for Oracle Public Sector Financials (International).

Use the Oracle Applications System Administrator’s Guide along with this guide to complete all setup steps that are not described in this section.

Step 1.2 Create New ResponsibilitiesTable 2–1 shows the predefined responsibilities for using Oracle Public Sector Financials (International).

Table 2–1 Predefined Responsibilities

Responsibility Name Special Forms Assigned

Request Group Assigned

OPSF(I) AOL Enable OPSF(I) Features, SLS setup form OPSF(I) AOL

OPSF(I) AP OPSF(I) unique Payables forms OPSF(I) AP

OPSF(I) AR OPSF(I) unique Receivables forms OPSF(I) AR

OPSF(I) FA OPSF(I) unique Assets forms OPSF(I) FA


OPSF(I) GL OPSF(I) unique General Ledger forms OPSF(I) GL

OPSF(I) PO OPSF(I) unique Purchasing forms OPSF(I) PO

Oracle System Administrator Setup Steps

Assign these responsibilities to users or use the responsibilities as the basis for creating new responsibilities.

Step 1.4 Create Additional UsersCreate new users that have access to Oracle Public Sector Financials (International) or assign existing users access to Oracle Public Sector Financials (International).

For information on creating users, see Overview of Oracle Applications Security and Users window, Oracle Applications System Administrator’s Guide.

If the Secondary Invoice Approval feature is used, users assigned to the following roles need to be defined:

■ Departmental Approvers, required

■ Invoice Clerks, required

■ Central Finance Group User, conditionally required if Payment Approvals is used

For information on defining departmental approvers and clerks, see Chapter 20, Secondary Invoice Approval Set Up.

Ensure that a unique employee is assigned to each user if one or more of the following features is used:

■ Dossier


Step 1.6 Specify Profile OptionsThe common user profile options for Oracle Applications must be specified as part of Oracle System Administrator setup. There are a maximum of four levels at which a profile can be set: Site, Application, Responsibility, and User. Most profiles are seeded with default values at the site-level, which serve as the system defaults until they are overridden at other levels.

For information on setting profile options, see Setting User Profile Options and Profile Options in Oracle Applications Object Library, Oracle Applications System Administrator’s Guide.

Oracle System Administrator Setup 2-3


Oracle Public Sector Financials (International) provides a set of profile options that are applicable to particular features as shown in Table 2–2.

Table 2–2 Profile Options and Related Features

Can be set at level:

Module Feature Profile Option Name SiteAppli-cation

Respon-sibility User

General Ledger Budgeting Extensions

Budgeting: Average Non–Balance Enforced Account Value

x x x x

Budgeting: Allow Prior Period Budgeting

x x x x

Budgeting: Unbalanced Journal Total Checking

x x x x

Budgeting: Default Code for Unbalanced Budget Entry

x x x x

Dossier Dossier: Budget Organization Name

x x

Dossier: Transaction Default Rule x x x x

Generic Interface

INT: View Secure Sources x x x x

Internal Trading

Internal Trading: Authorization Time Limit in Days

x

Internal Trading: Encumbrance Type ID

x

Internal Trading: Encumbrance Required

x

Payables Dossier, Exchange Protocol

Allow Hierarchy Update x


Secondary Invoice Approval: Payment Approvals Required

x x x


Secondary Invoice Approval: Central Finance Group User

x x x



Construction Industry Tax: CIT Group Name

x

Construction Industry Tax: CIT Tax Name

x

Construction Industry Tax: 715 Voucher Submission Limit - no longer valid

x

Single Third Party

Single Third Party: AP Term Default

x x x

Single Third Party: Payables Source

x

Receivables Single Third Party

Single Third Party: AR Term Default

x x

Single Third Party: Interface Context

x

Single Third Party: Netting Prefix x

Single Third Party: Objecting STP Allowed

x x x x

Single Third Party: Receivables Batch Source

Single Third Party: Unit of Measure Default

x x x

Standing Charges

Standing Charges: Interface Context

x

Purchasing Dossier, Exchange Protocol,

Document Limit Value x x x x

Table 2–2 Profile Options and Related Features

Can be set at level:

Module Feature Profile Option Name SiteAppli-cation

Respon-sibility User


Single Third Party


To set profile options for active features described in Table 2–2, perform the following steps.

1. As System Administrator, navigate to the System Profile Values window as follows:

Profile – System

The Find System Profile Values window appears.

2. Query the profile options to be set.

The System Profile Values window appears.

3. Set up profile options at the appropriate level.

For information on setting up profile options, see Setting User Profile Options, Oracle Applications System Administrator’s Guide.

4. Save or save and continue as follows:

Action – Save or Save and Proceed

5. Exit the window as follows:

Action – Close Window

General Ledger Profile Options

Budgeting: Average Non–Balance Enforced Account ValueSet this profile option to Yes or No to control the following:

■ how users enter unbalanced budget amounts in budget journals

■ how the system displays year–to–date figures for non-balanced enforced Accounting Flexfields

Enter No to display year–to–date figures in the usual way.

Enter Yes to display year–to–date figures as an average of the periods, as shown in the following example:

Period Amount Year–to–Date

Period 01 100 100 = 100/1


Period 02 200 150 = (100+2)/2

Period 03 600 300 = (100+200+600)/3


Budgeting: Allow Prior Period BudgetingEnter Yes or No to control the ability to perform budget transactions in prior periods. Prior periods are periods older than the oldest open period.

Enter Yes to allow users to alter budgets held in prior periods.

Budgeting: Default Code for Unbalanced Budget EntrySet this profile option to specify a default profile code for unbalanced budget journal entry.

Enter a default profile option code, or select one from the list of values.

For information on defining profile codes for Budgeting Extensions, see Define Profile Codes Procedure in Chapter 5, Budgeting Extensions Setup.

Budgeting: Unbalanced Journal Total CheckingSet this profile option to Debit, Credit, or Hash Total to define batch control total criteria for entering transactions in unbalanced budget journals.

■ Enter Debit and users enter the sum of all debit amounts as a control total for the batch. When the batch is complete, the system verifies the control total equals debits entered.

■ Enter Credit and users enter the sum of all credit amounts as a control total for the batch. When the batch is complete, the system verifies the control total equals credits entered.

■ Enter Hash Total and users enter the sum of combined debit and credit amounts as a control total for the batch. When the batch is complete, the system verifies the control total equals debits and credits entered.

Dossier: Budget Organization NameUse this profile option to specify a budget organization that can be accessed when creating budget dossiers.

Dossier: Transaction Default RuleUse this profile option to specify the default behavior when creating Dossier transactions.


■ Enter Full, and both the Source and Destination details are copied automatically into the transaction details


INT: View Secure SourcesSet this profile option to No to prevent users from retrieving details of transactions imported from secure feeder systems.

Internal Trading: Authorization Time Limit in DaysSpecify the number of days that can elapse before Internal Trading automatically accepts an unapproved internal cross-charge. The time limit begins after the internal cross-charge lines are submitted for authorization.

Internal Trading: Encumbrance Type IDSet this site–level profile option to determine the encumbrance type for Internal Trading encumbrance journals.

Internal Trading: Encumbrance RequiredEnter Yes to automatically create encumbrance journals in Internal Trading.

Payables Profile Options

Allow Hierarchy UpdatePosition Hierarchies are used by Exchange Protocol and Dossier to drive Exchange Protocol and Dossier Workflows. At any one time a number of workflows may still be in progress when a hierarchy update is requested.

Set the Allow Hierarchy Update profile to Yes to force update through even though workflows may be using the existing hierarchy.

Enter No, and the hierarchy is not updated.

Secondary Invoice Approval: Payment Approvals RequiredSecondary Invoice Approval allows two levels of approval holds.

Set this profile option to Yes to enable Payment Approval Holds for invoices in addition to Secondary Approval holds.

Enter No to set Secondary Approval holds only.



Secondary Invoice Approval: Central Finance Group UserSet this profile option to Yes at user or responsibility level for those users authorized to release Payment Approval Holds. Usually this profile option is set to No at site level.

The Secondary Invoice Approval: Payment Approvals Required profile option must also be set to Yes.

Construction Industry Tax: CIT Group NameSet this profile option to the Withholding Tax Group defined for Construction Industry Scheme.

Construction Industry Tax: CIT Tax NameSet this profile option to the Withholding Tax tax name defined for Construction Industry Scheme.

Single Third Party: AP Term DefaultSpecify the default payment terms for netting transactions automatically generated in Oracle Payables. Payment terms must be predefined in the Payment Terms window in Oracle Payables before the terms can be selected for this profile.

Single Third Party: Payables SourceSpecify the user-definable name of the Payables QuickCode of type Source defined for Single Third Party on the QuickCodes window. The suggested QuickCode Source name is Netting.

For information on defining the QuickCodes Source for Single Third Party see Step 7.11 Define Payables QuickCodes, Chapter 17, Payables Setup.

Receivables Profile Options

Single Third Party: AR Term DefaultSpecify the default payment terms for netting transactions automatically generated in Oracle Receivables. Payment terms must be predefined in the Payment Terms window in Oracle Receivables before the terms can be selected for this profile.



Single Third Party: Interface ContextSpecify the user-definable Context Field Value assigned to the AutoInvoice transaction flexfields for Single Third Party. The suggested Context Field Value is STP NETTING. The context name must be predefined in the Define Descriptive Flexfields window before it can be used for this profile.

For information on defining the transaction flexfields for Single Third Party, see Step 8.10 Define Transaction Flexfield Structure, Chapter 21, Receivables Setup.

Single Third Party: Netting PrefixIf sequential numbering is used to automatically assign numbering to netting transactions, optionally use this profile to specify the sequence prefix for the netting transactions.

Single Third Party: Objecting STP AllowedTo enhance netting security, use this profile to specify whether the access to create and select Objecting Third Parties is granted.

Single Third Party: Unit of Measure DefaultSpecify the default unit of measure for the netting transactions automatically generated in Oracle Receivables. The unit of measure must be predefined in the Units of Measure window before it can be selected for this profile.

Single Third Party: Receivables Batch SourceSpecify the user-definable name of the Receivables Batch Source defined for Single Third Party on the Transaction Sources window. The suggested Batch Source name is STP NETTING.

For information on defining the Batch Source name for Single Third Party see Step 8.22 Define Transaction Sources, Chapter 21, Receivables Setup

Standing Charges: Interface ContextSpecify the user-definable Context Field Value assigned to the AutoInvoice transaction flexfields for Standing Charges. The suggested Context Field Value is PERIODICS. The context name must be predefined in the Define Descriptive Flexfields window before it can be used for this profile.


WARNING: This profile option is required. If Standing Charges data exists from earlier versions of Oracle Public Sector Financials (International), failure to set up this profile option can result in data corruption.


For information on defining the transaction flexfields for Standing Charges, see Step 8.10 Define Transaction Flexfield Structure, Chapter 21, Receivables Setup.

Purchasing Profile Options

Document Limit ValueTo exercise Supplier Threshold Control in Exchange Protocol or Single Third Party, specify the control amount using the following Document Limit Value profile option.

The system checks the year-to-date sum of purchase orders and supplier invoices against the control amount to disallow any new transactions after the control limit is reached. Only numeric numbers are specified without the currency symbol but the system recognizes the amount as Functional Currency amount.


OPSF(I)-Specific Application Object Library

3OPSF(I)-Specific Application Object Library

Setup

This chapter describes specific Application Object Library setup steps required to use Oracle Public Sector Financials (International). The following sections are in this chapter:

■ Overview

■ Prerequisites

■ Application Object Library Setup Steps

Setup 3-1

Overview

OverviewThis chapter provides a checklist of setup for Application Object Library and describes the public sector setup steps.

The following topics are covered:

■ a checklist of Application Object Library setup specific to Oracle Public Sector Financials (International)

■ a description of the setup steps required to enable Oracle Public Sector Financials (International) features

■ how to configure the Subledger Security feature

All steps designated as required in the checklist must be completed to use Oracle Public Sector Financials (International).

Application Object Library setup is Step 2 in implementing Oracle Public Sector Financials (International). This step is mandatory for all features. For the full checklist of implementation steps, see Table 1–2 in Chapter 1, Overview of Setup.

All steps designated as required in the checklist must be completed. Steps that need specific settings or additional information for implementation of Subledger Security are shown in bold italic and described in the following section, Application Object Library Setup Steps.

Use the Oracle Applications System Administrator’s Guide along with this guide to complete or modify Subledger Security setup steps.

Prerequisites❏ System Administrator setup must be complete.

For information on System Administrator setup, see Chapter 2, Oracle System Administrator Setup.

❏ Multiple Organization prerequisites apply.

For information on Multiple Organization prerequisites, see Prerequisite for Multiple Organization Implementation in Step 2.1 Enable Oracle Public Sector Financials (International) Features in this chapter.


Application Object Library Setup Steps

Application Object Library Setup StepsAll Oracle Applications setup steps designated as required in Table 1–2 must be completed to use Oracle Public Sector Financials (International). If the public sector feature Subledger Security is enabled, all additional setup steps described as Required for Oracle Public Sector Financials (International) must be performed.

Use the Oracle Application’s User’s Guide along with this guide to complete all required setup steps that are not described in this section.

Step 2.1 Enable Oracle Public Sector Financials (International) Features

OverviewBefore any Oracle Public Sector Financials (International) features can be used, the feature must first be enabled using the Enable OPSF(I) Features window.

For a list of features available in Oracle Public Sector Financials (International), see Introduction, Oracle Public Sector Financials (International) User’s Guide.

Oracle Public Sector Financials (International) features are classified into the following categories:

■ Application Wide Features

■ Operating Unit Dependent Features

Application Wide Features These are Oracle Public Sector Financials (International) features related to Oracle General Ledger or Oracle Assets. Once switched on, these features apply to the entire application.

Application Wide features are as follows:



■ Dossier



OPSF(I)-Specific Application Object Library Setup 3-3


■ HUL Numbers



■ Modified Historic Cost Accounting

Operating Unit Dependent FeaturesThese are Oracle Public Sector Financials (International) subledger features which are not related to General Ledger or Assets. These features can be selectively set on or off for each operating unit defined. For example, the Combined Basis Accounting feature can be set on for the first operating unit, but off for the second operating unit. If a Multiple Organization structure is not used, then these features behave as if they were Application Wide features in that once they are switched on, they affect the entire application.

The Operating Unit Dependent features are as follows:

■ Gross Based VAT




■ Secondary Invoice Approval


■ Combined Basis Accounting

■ Standing Charges

■ Offering Installment Terms

■ Dunning Letter Charges


■ Subledger Security

Prerequisite for Multiple Organization ImplementationBefore Operating Unit Dependent features can be enabled, at least one Operating Unit organization must be defined.

For information on setting up multiple organizations, see the checklist in Setting Up a Multi-Organization Enterprise, Multiple Organizations in Oracle Applications. Oracle


Corporation recommends that multiple organization setup steps 1 to 10 be fully completed before switching on any Operating Unit Dependent features.


Step 2.1A Using the Enable OPSF(I) Features Window

Figure 3–1 Enable OPSF(I) Features Window

To enable Oracle Public Sector Financials (International) features, perform the following steps:

1. Using the OPSF(I) AOL responsibility, navigate to the Enable OPSF(I) Features window as follows:


OPSF(I) Features - Enable

2. To enable Operating Unit Dependent features, perform the appropriate step, depending on whether Multiple Organization structure is used, as follows:


If a Multiple Organization structure is not used:

■ Leave the Operating Unit field blank.

■ Navigate to the Special menu, and select Enable OPSF.

The entire list of Operating Unit Dependent features appears.

■ Select the On/Off check box to activate a feature or leave the check box blank to disable a feature.

If a Multiple Organization structure is used:

■ Choose a relevant Operating Unit. By default, all available operating units are automatically queried.

■ Navigate to the Special menu, and select Enable OPSF.

The entire list of Operating Unit Dependent features appears.

■ By default, all features are disabled. Select the On/Off check box to activate a feature or leave the check box blank to disable a feature.

WARNING: Regardless of whether a Multiple Organization structure is used or not, the On/Off status for an Operating Unit Dependent feature can be updated at any time. Changing the status of a feature does not adjust the historical data retrospectively. If transactions have been entered, a status change may cause data inconsistency. If you have already entered transactions, please contact your Oracle Support Representative before you change the status of a feature.

3. To enable an Application Wide feature, select the relevant check box. To disable an Applications Wide feature, deselect the check box.

WARNING: The On/Off status for a Applications Wide feature can be updated at anytime, except for the Enhanced Funds Checker feature. Once Enhanced Funds Checker is enabled, it cannot be switched off. Changing the status of a feature does not adjust the historical data retrospectively. If transactions have been entered, a status change may cause data inconsistency. If you have already entered transactions, please contact your Oracle Support Representative before you change the status of a feature.

Note: Application Wide features can be enabled independently of Operating Unit Dependent Features.


Step 2.1B Print OPSF(I) Feature Status ReportsOracle Public Sector Financials (International) provides the following reports on the status of features:


■ OPSF(I) Operating Unit Dependent Feature Status Report

■ OPSF(I) Application Wide Feature Status Report

Both reports are added to the OPSF(I) AOL request group and can be submitted using the OPSF(I) AOL responsibility.

OPSF(I) Operating Unit Dependent Feature Status Report This report displays a list of all Operating Unit Dependent features and their current status.

Optional parameters are provided for this report, as shown in Table 3–1.

OPSF(I) Application Wide Feature Status ReportThis report displays a list of all Application Wide features and their current status. No parameter is available for this report.

Step 2.2 Set Up Subledger SecurityIn order to implement Subledger Security, all steps described in Table 1–2 in Chapter 1, Overview of Setup for the Application Object Library and this section must be completed.

Perform the setup steps in the sequence shown in the checklist.

Note: For information about performing steps 2C, 2D, and 2I, see the Oracle Applications System Administrator’s Guide.

Table 3–1 OPSF(I) Operating Unit Dependent Feature Status Report Parameters

Parameter Name Type Description

Organization name from optional operating unit name

Organization name to optional operating unit name

Feature name from optional Operating Unit Dependent feature

Feature name to optional Operating Unit Dependent feature

Order by optional Options include: Feature Description, Feature Short Name, Organization Name, Status


PrerequisitesEnable the Subledger Security feature.


For implementation details, see Appendix A, Subledger Security Implementation Process.

Note: If both Sub-Ledger Security and standard Multiple Reporting Currencies are implemented, the functionality of Multiple Reporting Currencies remains unchanged. The Multiple Reporting Currencies schema cannot be subdivided into different sub-ledger security groups. Thus a Multiple Reporting Currencies responsibility does not restrict access by sub-ledger security group. Consequently, it allows unlimited access to all Multiple Reporting Currencies data that belongs to the relevant applications module, regardless of whether Sub-Ledger Security is implemented

Step 2.2A Create Secure Oracle AccountsCreate a new Oracle account for each Subledger Security group as follows:

■ As Oracle DBA, execute the following command to create an Oracle account:

create user <secure_account> identified by <secure_account_password>;

For example:

create user APPSA identified by appsa;

■ Grant the SLS_ROLE, provided with the Subledger Security suite, to each of the secure accounts:

grant connect, resource to <secure_account>;grant SLS_ROLE to <secure_account>;grant CREATE ANY VIEW to <secure_account>;grant CREATE ANY SYNONYM to <secure_account>;

Step 2.2B Prepare Secure SchemaSet up a secure schema for each secure Oracle account as follows.

1. Run the adaddls.pls utility from the command line:

Table 3–2 Unix and NT commands - adaddls.pls utility

Unix sqlplus /nologin @$AD_TOP/admin/sql/adaddls.pls <system_password> <secure_account> <secure_account_password>

NT sqlplus /nologin @%AD_TOP%\admin\sql\adaddls.pls <system_password> <secure_account> <secure_account_password>



2. Run the adaddlb.pls utility from the command line:

3. Run the adaaddls.pls utility from the command line:

4. Run the adaaddlb.pls utility from the command line:

5. Login as the <secure_account> user, and grant privilege to APPS:

Grant all on apps_ddl to apps;

6. In Unix, change to the $AD_TOP/admin/sql directory.

In NT, change to the %AD_TOP%\admin\sql directory.

In Unix and NT, run the adappsgs.pls utility as follows:

sqlplus /nologin @adappsgs.pls <system_password> <install_group_number> <base_oracle_account> <AOL_schema_user> <secure_account>

For example:

Table 3–3 Unix and NT commands - adaddlb.pls utility

Unix sqlplus /nologin @$AD_TOP/admin/sql/adaddlb.pls <system_password> <secure_account> <secure_account_password>

NT sqlplus /nologin @%AD_TOP%\admin\sql\adaddlb.pls <system_password> <secure_account> <secure_account_password>

Table 3–4 Unix and NT commands - adaaddls.pls utility

Unix sqlplus /nologin @$AD_TOP/admin/sql/adaaddls.pls <system_password> <secure_account> <secure_account_password>

NT sqlplus /nologin @%AD_TOP%\admin\sql\adaaddls.pls <system_password> <secure_account> <secure_account_password>

Table 3–5 Unix and NT commands - adaaddlb.pls utility

Unix sqlplus /nologin @$AD_TOP/admin/sql/adaaddlb.pls <system_password> <secure_account> <secure_account_password>

NT sqlplus /nologin @%AD_TOP%\admin\sql\adaaddlb.pls <system_password> <secure_account> <secure_account_password>


sqlplus /nologin @adappsgs.pls MANAGER 1 APPS APPLSYS APPSA


Step 2.2C Register Secure Oracle AccountsRegister the secure Oracle accounts with Oracle Financials as follows:

■ As System Administrator, navigate to the Oracle Users window as follows:

Security - ORACLE - Register

■ Register the Oracle accounts as described in the Oracle Application’s User’s Guide.

Register a new secure account for each Subledger Security group required.

For example, if two Subledger Security groups are required: APPSA and APPSB, register both APPSA and APPSB as secure Oracle user accounts.

Step 2.2D Create Secure Data GroupsCreate a new data group with access to the secure Oracle user account.

■ As System Administrator, navigate to the Data Groups window as follows:

Security - ORACLE - DataGroup

■ Copy the data group Standard used for the base Oracle account APPS.

■ For each application in this newly created data group, replace the base Oracle ID APPS with the secure Oracle user account for the Subledger Security group.

For information on creating data groups, see Oracle Application’s User’s Guide.

Create a new secure data group for each Subledger Security group required.

Step 2.2E Define Subledger Security GroupsA Subledger Security group defines the secure tables that can be accessed using a secure account.

Define Subledger Security groups as follows:

■ Using the OPSF(I) AOL responsibility, navigate to the Maintain Subledger Security Groups window as follows:

Subledger Security - Setup SLS Groups



■ Enter data in the Maintain Subledger Security Groups window as described in Table 3–6.

Step 2.2F Run Generate Subledger Security ProgramRun the Generate Subledger Security Group program to create the SQL which create the necessary grants, synonyms, and objects for the newly created security group:

1. Using the OPSF(I) AOL responsibility, navigate to the Submit Requests window as follows:

Other - Requests - Run

The Submit a New Request pop-up window appears.

Table 3–6 Maintain Subledger Security Groups Window

Field Name Type Description

Security Group Region

Name required Unique Subledger Security group name

Base Oracle Account required Base APPS schema associated with the product installation group to which the secure account requires access

Secure Oracle Account required Secure Oracle account for this group; must be registered and enabled; cannot be used with multiple Subledger Security groups

Status display only Security group status, one of: Never Generated, if group is defined but not generated; Generated, if group generated; Failed, if group failed generation; Requires Generation, if group is modified and requires regeneration

Enabled optional Indicates if the Subledger Security group is activated. If the group is disabled, the concurrent program Generate SLS Security Group cannot be run.

Secure Tables Regions

Table Owner optional Must be an Oracle Account registered with Application Object Library, for example, PO

Table optional Must be a valid table registered with Application Object Library, for example, PO_HEADERS_ALL; must be owned by the Table Owner selected in the previous field


2. Select the Single Request or Request Set radio button.

3. Click OK.


If Single Request is selected, the Submit Request window appears. If Request Set is selected, the Submit Request Set window appears.

4. Enter Generate SLS Security Group as the request name.

The Parameters window appears.

5. In the Output File Name field, enter a unique name that is included in each of the generated SQL scripts’ names.

6. In the SLS Security Group field, select a Subledger Security group from which to generate the SQL scripts.

Groups with a status of Generated are not available for generation.

7. Click OK.

8. Click Submit to run the request.

After the program completes successfully, the following SQL scripts, where <param1> is the unique name specified for the Output File Name parameter, are created in the $APPLCSF/$APPLLOG directory for Unix, and the %APPLCSF%\%APPLLOG% directory for NT:

■ grn_<param1>.sql

grants the secure Oracle account access to the various database objects used by the base Oracle account

■ syn_<param1>.sql

creates synonyms to give secure Oracle account access to all objects used by the base Oracle account

■ cvw_<param1>.sql

copies the base schema views to the secure schema

■ trg_<param1>.sql

alters the specified tables for the Subledger Security group

■ vw_<param1>.sql

creates views to allow the secure Oracle account restricted access to the tables specified via the Maintain Subledger Security Groups window



Step 2.2G Create Database ObjectsCreate database objects for the Subledger Security group by running the SQL scripts created in Step 2.2F Run Generate Subledger Security Program.

■ In Unix, change to the $APPLCSF/$APPLLOG directory.

■ In NT, change to the %APPLCSF%\%APPLLOG% directory.

■ Log onto SQL*Plus, run the scripts in the order shown in Table 3–7.

Each script produces a log in the same directory the script was run, for example <script_name>.log.

Step 2.2H Compile SchemasDatabase schemas must be recompiled after completing Step 2.2G Create Database Objects. Perform the following steps to compile schemas:

1. Run the following script from the command line:

sqlplus /nologin @$IGL_TOP/admin/sql/iglslscm.sql <APPS_password>

The total count of invalid objects is displayed.

The sql statements are spooled into the /tmp/invalid.sql file.

2. Close the file and exit the default file editor.

The file is then executed automatically.

3. Repeat steps 1 and 2 until the invalid objects count becomes constant.

Table 3–7 SQL Scripts and Passwords

Script Name Run with the Password for:

grn_<param1>.sql Base Oracle account (APPS)

syn_<param1>.sql Secure Oracle account

cvw_<param1>.sql System account

trg_<param1>.sql Base Oracle account (APPS)

vw_<param1>.sql Secure Oracle account


Step 2.2I Create Secure ResponsibilitiesCreate new secure responsibilities for the Subledger Security group using the secure data group created in Step 2.2D Create Secure Data Groups in this chapter.


For example, Subledger Security is implemented for the Purchase Order tables with two separate security groups, APPSA and APPSB. Two secure responsibilities are required, one for Purchasing using APPSA data group, another for Purchasing using APPSB. Function security is used so that only the Purchase Order forms are accessible.

For information on creating responsibilities, see Oracle Application’s User’s Guide.

Step 2.2J Create Secure Transaction ManagerIt is essential to work out what types of transaction managers are required and create secure transaction managers for each type required. For example, PO Document Approval type manager is required if Oracle Purchasing is used. If Subledger Security is implemented in Oracle Purchasing for APPSA and APPSB secure data groups, create one PO Document Approval Manager for APPSA and another for APPSB.

For information on concurrent managers, see Managing Concurrent Processing, Oracle Applications System Administrator’s Guide.

Perform the following steps to create a secure transaction manager:

1. In System Administrator, navigate to the Concurrent Managers window as follows:

Concurrent - Manager - Define

2. In the Type field, select Transaction Manager.

3. In the Data Group field, select the relevant secure data group to ensure that the transaction manager is dedicated to the secure schema.

4. For information on other fields, refer to Defining Managers and their Work Shifts, Oracle Applications System Administrator’s Guide.


General Ledger

4General Ledger Setup

This chapter describes the General Ledger setup steps that are required for Oracle Public Sector General Ledger (International). The following sections are in this chapter:

■ Overview

■ Prerequisites

■ Oracle General Ledger Setup Steps

Setup 4-1

Overview

OverviewThis chapter provides a checklist of setup for Oracle Public Sector General Ledger (International) and describes the public sector setup steps.

All Oracle Applications steps designated as required in the checklist must be completed to use Oracle Public Sector General Ledger (International).

General Ledger setup is Step 3 in implementing Oracle Public Sector Financials (International). This step is mandatory for all features. See Table 1–3 in Chapter 1, Overview of Setup for the full checklist of implementation steps.

All steps designated as required in this checklist must be completed. Steps that need specific settings or additional information for implementation of Oracle Public Sector General Ledger (International) and other public sector features are shown in bold italic and are described in the following section, Oracle General Ledger Setup Steps.

Use the Oracle General Ledger User’s Guide along with this guide to complete or modify General Ledger setup.



❏ The following public sector features must be enabled already, if they are to be used:



■ Dossier




■ HUL Numbers



See Step 2.1 Enable Oracle Public Sector Financials (International) Features in Chapter 3, OPSF(I)-Specific Application Object Library Setup.

Oracle General Ledger Setup Steps

Oracle General Ledger Setup StepsAll Oracle Applications setup steps designated as required in Table 1–4 must be completed to use Oracle Public Sector General Ledger (International). For each public sector feature enabled, all additional setup steps designated as required for Oracle Public Sector General Ledger (International) must be performed.

For information on steps not described here, see Setup and Maintenance, Oracle General Ledger User’s Guide.

For information on enabling public sector features, see Step 2.1 Enable Oracle Public Sector Financials (International) Features in Chapter 3, OPSF(I)-Specific Application Object Library Setup.

Step 3.2 Define Accounting Flexfield Structure and SegmentsThis step has extra setup considerations for HUL Numbers and Budgeting Extensions.

For information on defining accounting flexfields, see Overview of Flexfields and Flexfield Concepts, Oracle Applications Flexfields Guide.

1. In General Ledger, navigate to the Key Flexfield Segments window as follows:

Setup - Financials - Flexfields - Key - Segments

2. Create an accounting flexfield structure suitable for the features enabled in Oracle Public Sector Financials (International).

For information on enabling features in Oracle Public Sector Financials (International) see Step 2.1 Enable Oracle Public Sector Financials (International) Features in Chapter 3, OPSF(I)-Specific Application Object Library Setup.

3. Click Segments to open the Segments Summary window.

4. Define up to 30 flexfield segments.

5. Click Flexfield Qualifiers to open the Flexfield Qualifiers window.

6. Define flexfield qualifiers for each flexfield segment that is enabled.

To enforce balance budgeting for a segment, enable the Budget Balancing Control Segment flexfield qualifier. Only one segment can be enabled.

General Ledger Setup 4-3

To set up HUL Numbers for a segment or multiple segments, enable the Generic HUL Number flexfield qualifier. At least one segment must be enabled to use HUL Numbers.


Note: If HUL Numbers are enabled for a segment, all segment values receive HUL Numbers unless overrides are specified. To specify overrides, see Chapter 10, HUL Numbers Setup.


Action - Save or Save and Proceed

8. Select the Allow Dynamic Inserts check box to automatically create account combinations when transactions are entered. The system automatically maintains budgetary control relationships when dynamic insertion is active.

For information on dynamic insertion, see Dynamic Insertion, Oracle Applications Flexfields Guide.




Action - Close Window

Step 3.4 Define Account Segment ValuesThis step has setup considerations for Budgeting Extensions.If the Budget Balancing Control Segment flexfield qualifier is enabled for a segment, all segment values for that segment are automatically set to Balance Enforced Budgeting by default.

For information on defining accounting flexfields, see Overview of Flexfields and Flexfield Concepts, Oracle Applications Flexfields Guide.

To override the default setting, perform the following steps.

1. In General Ledger, navigate to the Segment Values window as follows:

Setup - Financials - Flexfields - Key - Values

The Find Values window appears.

2. Enter Oracle General Ledger in the Applications field.

3. Enter Accounting Flexfield in the Title field.

4. In the Structure field, select the chart of accounts structure.

5. In the Segment field, select the segment that has the Budget Balancing Control


Segment flexfield qualifier enabled.

6. Click Find to open the Segment Values window.


7. Enter a segment value and description.

8. Press Tab to open the Segment Qualifiers window for the segment value.

9. Set the Enforce Budget Balancing segment qualifier to No.

Note: This segment qualifier cannot be updated after the value is used.







Step 3.14 Define Set of Books This step has setup considerations for Enhanced Funds Checker.

To define a set of books, see Defining Sets of Books, Oracle General Ledger User’s Guide.

Note: If Enhanced Funds Checker is enabled, additional fields are available on the Set of Books window.

To navigate to the Set of Books window, perform the following steps.

1. In General Ledger, navigate to the Set of Books window as follows:

Setup - Financials - Books - Define

2. To enable budgetary control for Enhanced Funds Checker, select the Enable Budgetary Control check box in the Budgetary Control Options region.

Figure 4–1 Set of Books Window with Funds Checking Options


To set up funds checker options, perform the following steps.

WARNING: Once funds checker options are set, they are irreversible.


1. From the drop-down list, select Funds Checking Options.

2. Select the Multiple Funding Budget check box to enable Enhanced Funds Checking.

Step 3.18 Define Journal Entry SourcesThis step has setup considerations for Budgeting Extensions, Internal Trading, and is recommended for Generic Interface.

Table 4–1 shows the predefined journal entry sources provided by Oracle Public Sector Financials (International).

To define journal sources used in identifying journal entry sources, perform the following steps.

1. In General Ledger, navigate to the Journal Sources window as follows:

Setup - Journal - Sources

2. Define journal entry sources to uniquely identify journals imported using the Generic Interface.

For information on defining journal sources, see Defining Journal Sources, Oracle General Ledger User’s Guide.


Table 4–1 Predefined Journal Entry Sources

Journal Entry Sources In Feature

Budget - Indexation Budgeting Extensions

Budget - Manual Journal Budgeting Extensions

Budget - Next Year Budgeting Extensions

Budget - Reprofile Budgeting Extensions

Budget - Spreadsheet Budgeting Extensions

Internal Trading Internal Trading


This step has setup considerations for Budgeting Extensions and the Generic Interface.


Table 4–2 shows the predefined journal entry categories provided by Oracle Public Sector Financials (International).

To define journal categories to be used in grouping journal entries, perform the following steps.

1. In General Ledger, navigate to the Journal Sources window as follows:

Setup - Journal - Categories

2. Define journal entry categories to handle journals imported using the Generic Interface.

For information on defining journal categories, see Defining Journal Categories, Oracle General Ledger User’s Guide.

Step 3.22 Define Summary AccountsThis step has setup considerations for Enhanced Funds Checker.

For information on performing this step, see Assign Multiple Funding Budgets to Summary Account Procedure in Chapter 8, Enhanced Funds Checker Setup.

Step 3.26 Set Up Automatic PostingThis step has setup considerations for Internal Trading and Cash and Accruals Support. Automatic posting is recommended but not required.

To define automatic posting, perform the following steps.

1. In General Ledger, navigate to the AutoPost Criteria Sets window as follows:

Table 4–2 Predefined Journal Entry Categories

Journal Entry Categories In Feature

Budget - Indexation Budgeting Extensions

Budget - Next Year Budgeting Extensions

Budget - Reprofile Budgeting Extensions

Budget - Spreadsheet Budgeting Extensions


Setup - Journal - AutoPost

2. Define automatic posting criteria.


For information on posting journal batches automatically, see Posting Journal Batches Automatically, Oracle General Ledger User’s Guide.

Step 3.27 Define Additional Encumbrance TypesThis step has setup considerations for Contract Encumbrancing and Internal Trading.

A unique contract encumbrance type is required to classify encumbrances generated by Contract Encumbrancing.

A unique contract encumbrance type is recommended for classifying encumbrances generated by Internal Trading.

To navigate to the Encumbrance Types window, perform the following steps.

1. In General Ledger, navigate to the Encumbrance Types window as follows:

Setup - Journal - Encumbrances

2. Set up encumbrance types.

For information on defining encumbrance types, see Defining Encumbrance Types, Oracle General Ledger User’s Guide.

Step 3.30 Set Profile OptionsThis step has setup considerations for several features.

For information on profile options in Oracle Public Sector Financials (International), see Step 1.6 Specify Profile Options in Chapter 2, Oracle System Administrator Setup.



5Budgeting Extensions Setup

This chapter describes how to set up budgeting extensions in Oracle Public Sector General Ledger (International). The following sections are in this chapter:

■ Definition

■ Purpose

■ Prerequisites

■ Define Reason Codes Procedure

■ Reason Codes Window

■ Reason Codes Window Description

■ Define Profile Codes Procedure

■ Profile Codes Window

■ Profile Codes Window Description

■ Define Default Profile Codes Procedure

■ Default Profile Codes Window

■ Default Profile Codes Window Description

■ Define Budget Range Codes Procedure

■ Budget Range Codes Window

■ Budget Range Codes Window Description

Setup 5-1

Definition

DefinitionBudgeting extensions for General Ledger provides the ability to do the following:

■ enter annual balanced budget journals with optional enforced double entry

■ enter annual unbalanced budget journals or optionally, automatically calculate period amounts

■ calculate and reprofile current and next year budgets automatically by period or full year or partial year using user-defined profile codes and profile options

Budgets, once set up, can also be uploaded from spreadsheets.

PurposeThe budgeting extensions setup windows are used to allow budgeting across specific Accounting Flexfield combinations and define the following system components:

■ reason codes, to identify the reason behind each budget transaction in a specific set of books and to provide defaults and lists of values on the budget journal entry, indexation, and reprofile windows

■ profile codes, to determine the spread of an annual budget figure over accounting periods in a specific set of books and provide lists of values on data entry windows

■ default profile codes, optional, to provide defaults on the Balanced Budget Journals window and to control calculation of next year budgets; if not defined here, defaults are set automatically by users of the data entry windows

■ budget range codes of Accounting Flexfields

■ budget profile options, to control how budgets are processed and to control system behavior during data entry

Prerequisites❏ A Budgetary Control Segment Accounting Flexfield qualifier must be defined

and enabled to enforce double entry balanced budgets.

To define and enable Budgetary Control Segments, see Step 3.2 Define


Accounting Flexfield Structure and Segments in Chapter 4, General Ledger Setup.

Define Reason Codes Procedure

Define Reason Codes ProcedureTo define budget reason codes, perform the following steps.

1. In General Ledger, navigate to the Reason Codes window as follows:

Budget Extensions - Setup - Reason Codes

2. Enter data in each field of the Reason Codes window as described in Table 5–1.

Once defined, reason codes cannot be deleted and the name cannot be changed. To disable a reason code, enter an end date in the End Date Active field.





Budgeting Extensions Setup 5-3

Reason Codes Window

Reason Codes Window

Figure 5–1 Reason Codes Window


Reason Codes Window Description

Reason Codes Window Description

Table 5–1 Reason Codes Window Description

Field Name Type Features Description

Reason Code required unique name for budget reason

Description optional budget reason description

Start Date Active required date when reason code becomes active

End Date Active optional date when reason code expires; if entered, must be same or later than start date; if blank, end date unrestricted; can be updated to extend active period


Define Profile Codes Procedure

Define Profile Codes ProcedureTo define profile codes, perform the following steps.

1. In General Ledger, navigate to the Profile Codes window as follows:

Budget Extensions - Setup - Profiles - Profile Codes

2. Enter data in each field of the Profile Codes window as described in Table 5–2.

Once defined, profile codes cannot be deleted and the name cannot be changed. To disable a profile code, enter an end date in the End Date Active field.






Profile Codes Window

Profile Codes Window

Figure 5–2 Profile Codes Window


Profile Codes Window Description

Profile Codes Window Description

Table 5–2 Profile Codes Window Description


Profile Code Header Region

Profile Code required unique profile code name

Description optional profile code description

Start Date Active required date when profile code becomes active

End Date Active optional date when profile code expires; if entered, must be same or later than start date; if blank, end date unrestricted; can be updated to extend active period

Period Ratios Region

Period required default period

Ratio required default ratio


Define Default Profile Codes Procedure

Define Default Profile Codes ProcedureTo define default profile codes, perform the following steps.

1. Define profile codes.

For information on defining profile codes, see Define Profile Codes Procedure in this chapter.

2. In General Ledger, navigate to the Default Profile Codes window as follows:

Budget Extensions - Setup - Profiles - Default Profile Codes

3. Enter data in each field as described in Table 5–3.

Once defined, default profile codes cannot be deleted and the name cannot be changed. To disable a default profile code, enter an end date in the End Date Active field.






Default Profile Codes Window

Default Profile Codes Window

Figure 5–3 Default Profile Codes Window


Default Profile Codes Window Description

Default Profile Codes Window Description

Table 5–3 Default Profile Codes Window Description


Accounting Flexfield required list of values

Primary Profile Code optional list of values if not entered here, is set automatically the first time a user applies a profile code to the Accounting Flexfield

Default Profile Code optional list of values if not entered here, is set automatically each time a user applies a profile code to the Accounting Flexfield

Accounting Flexfield Description

display only

description of selected Accounting Flexfield


Define Budget Range Codes Procedure

Define Budget Range Codes ProcedureTo define budget range codes, perform the following steps.

1. In General Ledger, navigate to the Budget Range Codes window as follows:

Budget Extensions - Setup - Range Codes

2. Enter data in each field of the Budget Range Codes window as described in Table 5–4.

Once defined, budget range codes cannot be deleted and the name cannot be changed. To disable a budget range code, enter an end date in the End Date Active field.






Budget Range Codes Window

Budget Range Codes Window

Figure 5–4 Budget Range Codes Window


Budget Range Codes Window Description

Budget Range Codes Window Description

Table 5–4 Budget Range Codes Window Description


Budget Range Codes Region

Range Code required list of values unique name for budget account range

Description optional budget range description

Start Date Active required list of values: pop-up calendar

date when budget range code is active

End Date Active optional list of values: pop-up calendar

date when range code expires; if entered, must be same or later than start date; if blank, end date unrestricted; can be updated to extend active period

Accounting Flexfield Ranges Region

Accounting Flexfield Low list of values segment value to determine low end of range

Accounting Flexfield High list of values segment value to determine high end of range; can be same or higher than low value



6Cash and Accruals Support Setup

This chapter describes how to define sets of books for Cash and Accruals Support in Oracle Public Sector General Ledger (International). The following sections are in this chapter:

■ Definition

■ Overview

■ Prerequisites

■ Define Sets of Books Relationships Procedure

■ Sets of Books Relationships Window

Setup 6-1

Definition

DefinitionThe Sets of Books Relationships window is used to specify the relationship linking an Accrual set of books to a Cash set of books. The relationship must exist to use Cash and Accruals Support in Oracle Public Sector General Ledger (International).

OverviewThe Sets of Books Relationships window in General Ledger allows the user to link an Accrual set of books to a Cash set of books and to restrict encumbrance journals from being available for copy.

The set of books where data is entered is known as the primary or source set of books. The set of books that receives a copy of transactions is the secondary or target set of books.

Prerequisites❏ Both sets of books must be defined using the same accounting flexfields,

currencies, and calendar.

To define the set of books, currencies and calendar, see Overview of Setting Up, Oracle General Ledger User’s Guide.

❏ Automatic Posting is optional but recommended. If used, it must be defined before specifying the set of books relationship.

To define Automatic Posting criteria, see Posting Journal Batches Automatically, Oracle General Ledger User’s Guide.


Define Sets of Books Relationships Procedure

Define Sets of Books Relationships ProcedureTo define a relationship between the two sets of books, perform the following steps.

1. In General Ledger, navigate to the Sets of Books Relationships window as follows:

Cash & Accruals - Setup Relationships

2. In the Source Set of Books field, enter the name of the source set of books.

Note: The Sets of Books Relationships window automatically generates an entry for the inverse relationship.

3. In the Target Set of Books field, enter the name of the target set of books.

4. To copy encumbrances to the target set of books, select the Copy Encumbrances check box.

5. Save or save and proceed as follows:

Action - Save or Save and Continue



Cash and Accruals Support Setup 6-3

Sets of Books Relationships Window

Sets of Books Relationships Window

Figure 6–1 Sets of Books Relationships Window


Dossier

7Dossier Setup

This chapter describes the setup steps for Oracle Dossier in Oracle Public Sector General Ledger (International). The following sections are in this chapter:

■ Definition

■ Overview

■ Prerequisites

■ Dossier Numbering Setup Procedure

■ Setup Dossier Numbering Window

■ Setup Dossier Numbering Window Description

■ Dossier Types Setup Procedure

■ Setup Dossier Types Window

■ Setup Dossier Types Window Description

Setup 7-1

Definition

DefinitionThe Dossier feature provides a streamlined facility to handle an unlimited number of budgetary dossier types and uses workflow to manage online dossier approval based on predefined position hierarchies.

Budgetary dossiers provide a means to transfer budget amounts from one budget to another and/or to allocate budget amounts to one or more specific accounting flexfields within an accounting flexfield structure. For example, one dossier transfers funds to a project and another dossier is created later to allocate the project’s funds to the specific project tasks.

OverviewThe following steps are required to set up Dossier:

■ Set Up Dossier Numbering

■ Set Up Dossier Types

■ Assign Dossier Profile Value

Set Up Dossier NumberingIt is a legal requirement of the French public sector that each dossier must have a unique reference number. The unique numbers must be sequential and gapless.

The Setup Dossier Numbering window allows unique dossier numbering schemes to be created. A dossier numbering scheme consists of a prefix and a fiscal year. Users can optionally insert a delimiter between the different components of a scheme. For example, a scheme of SCHOOLS-1999 consists of a prefix of SCHOOLS, a delimiter of hyphen (-), and a fiscal year of 1999. All sequences start from 1 - in this instance SCHOOLS-1999-1.

Each unique numbering scheme can be assigned to only one dossier type. This enables the automatic maintenance of a unique sequence for each dossier type.

Users can optionally assign a segment of their accounting flexfield structure to a numbering scheme. This allows the use of a unique sequence for each unique combination of accounting flexfield segment and dossier type. For greater flexibility, the same segment can be assigned to multiple numbering schemes.


Note: The accounting flexfield structure available in the Setup Dossier Numbering window is determined by the GL Set of Books profile value assigned to the user’s responsibility.

Overview

For information on defining the GL Set of Books profile option, see Setting General Ledger Profile Options, Oracle General Ledger User’s Guide.

Set Up Dossier TypesDossier types are essentially sets of budgetary transfer rules with designated dossier approval workflow.

To enhance security and reduce data entry effort, budgetary rules are predefined by means of dossier types. Each dossier type can consist of a number of elements:

■ Budgetary transfer accounting flexfield ranges

■ Source budget from which to transfer funds

■ Destination budget to which to transfer funds

■ Budget journal types - balanced, unbalanced, or multiple years

■ Relationship between dossier types

■ Hierarchy of dossier types

■ Dossier approval workflow used

■ Dossier numbering scheme

When a dossier is created, dossier types are selected to automatically generate rules and the default flexfield values that govern the budgetary transfers or allocation process. Segregation of duties is maintained: the budget controller who constructs the budget types is independent of the budget clerk who enters the budget dossiers. While the rules associated with a dossier type are predefined, the budget amount must be entered when creating the dossier. Dossier approval workflow ensures that funds reserved by a dossier transaction are unreserved should that transaction be rejected.

Examples of dossier types are as follows:

■ Parliamentary authorized budget

■ Modified Parliamentary budget

Dossier Setup 7-3

Overview

■ Detailed budget apportionment

Different types of dossier transactions can be defined using combinations of settings. An example is shown in Table 7–2.

Assign Dossier Profile ValueAssign a budget organization to restrict the user's access to one particular budget organization when creating budgetary dossiers.

Table 7–1 Relationships between dossier types

Dossier type Description

Parent placed at top of dossier hierarchy; sets the boundary of source and destination for its children

Child placed at lower level of dossier hierarchy than its Parent; source and destination of Child dossier type must be within the source and destination of its Parent. A Child dossier can have only one Parent

Complementary modifies its related dossier; changing its amount by adding or subtracting; a means by which the source of a related dossier can be expanded

Retirement cancels its related dossier by reversing the original budget journals resulting from the related dossier. A retired dossier cannot later be associated with any additional dossiers

Adjustment expands the accounting flexfield range of its related dossier; expansion must be within the same budget and budget organization assigned to the related dossier. It is also subject to any parent/child rules defined. For example, if an Adjustment dossier is created as related to a Child dossier, then the expansion must be within the flexfield boundary of the related Parent dossier

Table 7–2 Examples of Dossier Types

Purpose of DossierDefine Source and Destination Budget Type

Generate budget journals to enter initial budget amounts into expense accounts

Define Destination only

Unbalanced - debit Source account

Transfer expense budget amounts from Source account to Destination account

Define both Source and Destination

Balanced - debit Destination account; credit Source account


To enhance security by Budget Organization, define a value for the following profile:

Dossier: Budget Organization Name

Prerequisites

For added segregation, assign a value to this profile at the lowest possible level. Define this profile at User level if every user is responsible for a different budget organization. Alternatively, define it at Responsibility level if multiple users sharing the same responsibility are responsible for the same budget organization.

For information on this profile option, see Step 1.6 Specify Profile Options, Chapter 2, Oracle System Administrator Setup.

Prerequisites

Set Up Dossier Numbering❏ The Dossier feature must be enabled in the Enable OPSF(I) Features window.

For information on enabling a feature, see Step 2.1 Enable Oracle Public Sector Financials (International) Features, Chapter 3, OPSF(I)-Specific Application Object Library Setup.

❏ Fiscal years must be defined in the Accounting Calendar window.

For information on defining calendars, see Defining Calendars, Oracle General Ledger User’s Guide.

❏ The accounting flexfield structure must be defined prior to creating dossier numbering schemes. This is because dossier numbering schemes are associated with a chart of accounts and can be further associated with a particular segment within that chart of accounts.

For information on defining accounting flexfield structures, see Defining Your Account Structure, Oracle General Ledger User’s Guide

Set Up Dossier Types❏ Dossier Numbering setup must be completed.

❏ Require Budget Journals must be set to Yes at the Set of Books level.

To define a set of books, see Defining Sets of Books, Oracle General Ledger User’s Guide.

❏ Budgets and budget organizations related to a dossier type must be defined.

Dossier Setup 7-5

For information on defining a budget, see Defining Budgets, Oracle General Ledger User’s Guide.

Prerequisites

For information on defining a budget organization, see Defining Budget Organizations, Oracle General Ledger User’s Guide.

❏ Workflow profiles must be defined.

For information on defining workflow profiles, see Define Workflow Profile Procedure, Chapter 19, Exchange Protocol Setup.


Dossier Numbering Setup Procedure

Dossier Numbering Setup ProcedureTo set up dossier numbering, perform the following steps.

1. In General Ledger, navigate to the Setup Dossier Numbering window as follows:

Dossier - Setup - Numbering

2. Enter data in each field of the Setup Dossier Numbering window as described in Table 7–3.

Note: Once a numbering scheme has been allocated to a dossier type it cannot be disabled.

If a value is entered in the Segment Name field, the numbering scheme can only be associated with that particular segment in the Setup Dossier Types window.





Dossier Setup 7-7

Setup Dossier Numbering Window

Setup Dossier Numbering Window

Figure 7–1 Setup Dossier Numbering Window


Setup Dossier Numbering Window Description

Setup Dossier Numbering Window Description

Table 7–3 Setup Dossier Numbering Window Description


Scheme display only unique name of the numbering scheme, derived from entries in Prefix, Delimiter, and Fiscal Year fields

Segment Name


list of values a segment from the validated list of accounting flexfield segments. A segment selection is only required if there is a need to allow dossier transactions to use unique sequential numbering for this segment

Prefix required a free format field that forms first part of a sequence number; maximum of 5 characters allowed

Fiscal Year required list of values a year from the validated list of fiscal years defined in the Accounting Calendar window

Delimiter optional one character to be inserted between Prefix and Fiscal Year to form the numbering scheme, for example, a hyphen

Enabled required list of values only enabled dossier numbering schemes can be associated with a dossier type in the Setup Dossier Types window

Dossier Setup 7-9

Dossier Types Setup Procedure

Dossier Types Setup ProcedureTo set up dossier types, perform the following steps.

1. In General Ledger, navigate to the Setup Dossier Types window as follows:

Dossier - Setup - Dossier Type

2. Enter data in each field of the Setup Dossier Types window as described in Table 7–4.

Note: The Dossier relationship defaults to Parent, but must be reassigned if the current dossier is related to a different type of dossier.

See Table 7–1 for descriptions of dossier types.

Dossier types that have not been used to generate dossier transactions can be deleted in this window.






Setup Dossier Types Window

Setup Dossier Types Window

Figure 7–2 Setup Dossier Types Window

Dossier Setup 7-11

Setup Dossier Types Window Description


Table 7–4 Setup Dossier Types Window Description


Dossier Types Region

Dossier Name required unique name that identifies primary purpose of budget transfer

Description required description of budget transfer, for example, parliamentary vote that authorizes budgetary transfer

Related Dossier


list of values name of a dossier that the current dossier is related to. Required for dossiers that are not Parent. Not enterable for dossiers that are Parents

Relationship required list of values relationships can be one of: Parent, Child, Retirement, Adjustment, Complementary

Numbering required list of values numbering scheme that is not allocated

Workflow required list of values workflow profile name as defined in the Workflow Profile Definition window

Multi Annual required list of values Yes or No. Yes for Multiple-Year budget; No for Single-Year budget

Balanced required list of values Yes or No. Yes for Balanced budget journal

Enabled required list of values Yes or No. Only enabled dossiers are available for relating to other dossiers. Only enabled dossiers can result in dossier transactions

Source Region

Budget Org required list of values budget organization name as defined in the Define Budget Organization window

Budget required list of values budgets assigned to the selected Budget Organization

From Acct required list of values starting point of accounting flexfield range required for the budgetary transfer source; must fall within the selected Budget Organization’s account ranges

To Acct required list of values ending point of accounting flexfield range required for the


budgetary transfer source; must fall within the selected Budget Organization’s account ranges


Destination Region

Budget Org required list of values budget organization name as defined in the Define Budget Organization window

Budget required list of values choose from a list of budgets assigned to the Budget Organization in the previous field

From Acct required list of values starting point of accounting flexfield range required for the budgetary transfer destination; must fall within the selected Budget Organization’s account ranges

To Acct required list of values ending point of accounting flexfield range required for the budgetary transfer destination; must fall within the selected Budget Organization’s account ranges

Table 7–4 Setup Dossier Types Window Description


Dossier Setup 7-13


8Enhanced Funds Checker Setup

This chapter describes Enhanced Funds Checker setup in Oracle Public Sector General Ledger (International). The following sections are in this chapter:

■ Definition

■ Prerequisites

■ Assign Multiple Budgets to Detail Account Procedure

■ Define Budget Organization Window

■ Account Assignments Window

■ Assign Multiple Funding Budgets to Summary Account Procedure

■ Summary Accounts and Funding Budgets Pop-Up Windows

Setup 8-1

Definition

DefinitionThe Enhanced Funds Checker in Oracle Public Sector General Ledger (International) is an extension to standard Oracle General Ledger funds checker.

Multiple Funding Budgets allows multiple budgets to be assigned to the same account combination or account range, either at Detail or Summary level, to support funds checking against multiple budgets. This ensures effective funds control over lead-time purchase contracts that span over multiple budget years. Multiple Funding Budgets uses the general ledger date of a transaction to determine which budget to use in the funds checking operation.

To perform tasks related to setting up the Enhanced Funds Checker:

■ The Set of Books window is used to set up Enhanced Funds Checker options.

For information on defining Enhanced Funds Checker options at the Set of Books level, see Chapter 4, General Ledger Setup.

■ The Define Budget Organizations window is used to assign multiple funding budgets to an account or account range.

■ The Define Summary Accounts window is used to assign multiple funding budgets to a summary account.

Prerequisites❏ The Enhanced Funds Checker feature must be enabled.

To enable Enhanced Funds Checker, see Chapter 3, OPSF(I)-Specific Application Object Library Setup.


Assign Multiple Budgets to Detail Account Procedure

Assign Multiple Budgets to Detail Account ProcedureTo assign multiple funding budgets to a detail account or range of accounts, perform the following steps.

1. In General Ledger, navigate to the Define Budget Organization window as follows:

Budgets - Define - Organization

2. Enter or query a budget organization and click Ranges.

The Account Ranges window appears.

3. Click Range Assignments.

The Account Assignments window appears.

4. Enter account ranges for the organization.

5. Use Edit - Duplicate Record Above to copy the details of each record that requires multiple funding budgets into a new row.

6. In the Funding Budget field, ensure that the relevant funding budget is selected.

7. To enable funds checking, in the Funds Check Level field enter Absolute or Advisory, or a combination if different levels of funds checking is required for the account. Enter None to disable funds checking.

For information about other fields on the Account Assignments window, see Assigning Account Ranges to a Budget Organization, Oracle General Ledger User’s Guide.



A concurrent program creates the budget assignments.



Enhanced Funds Checker Setup 8-3

Define Budget Organization Window

Define Budget Organization Window

Figure 8–1 Define Budget Organization Window


Account Assignments Window

Account Assignments Window

Figure 8–2 Account Assignments Window


Assign Multiple Funding Budgets to Summary Account Procedure

Assign Multiple Funding Budgets to Summary Account ProcedureTo assign multiple funding budgets to a summary account, perform the following steps.

1. In General Ledger, navigate to the Summary Accounts window as follows:

Setup - Accounts - Summary

For information on defining summary accounts, see Defining Summary Accounts, Oracle General Ledger User’s Guide.

2. Query an existing account or accounts, or enter a new template.

3. Click Funding Budgets. Enter one or more budgets.

If funds checking on multiple funding budgets is required, select budgets that do not have overlapping periods.






Summary Accounts and Funding Budgets Pop-Up Windows


Figure 8–3 Summary Accounts Window

Figure 8–4 Funding Budgets Pop-Up Window


Hierarchical Drill-Down Inquiry

9Hierarchical Drill-Down Inquiry Setup

This chapter describes the Hierarchical Drill-Down Inquiry features in Oracle Public Sector General Ledger (International). The following sections are in this chapter:

■ Definition

■ Overview

■ Set Up Drill-Down Levels Procedure

■ Set Up Drill-Down Levels Window

■ Set Up Drill-Down Levels Window Description

Setup 9-1

Definition

Definition The Set Up Drill-Down Hierarchy procedure is used to define an inquiry hierarchy of four to six levels. Segments of the chart of accounts can be assigned to each level of the inquiry hierarchy, so that balances are summarized by segment to each level of drill-down inquiry.

Example■ Level 1 Segment A

■ Level 2 Segment B

■ Level 3 Segment C

■ Level 4 Segment D

■ Level 5 Segment E

Table 9–1 shows an example of a hierarchal viewing structure.

OverviewThe Setup Drill-Down Levels window allows users to perform the following tasks:

■ define the chart of accounts segments for a set of books to create drill-down inquiry mapping of four to six levels

■ submit a concurrent request to generate drill-down mapping

Table 9–1 Example Hierarchy Viewing Structure

At This Level For Segment View Balances For Combination of Segments

1 A -

2 B -

3 C A, B, and C values

4 D A, B, C, and D values

5 E A, B, C, D, and E values.

below level 5 display journal lines making up level 5 balances


Set Up Drill-Down Levels Procedure

Set Up Drill-Down Levels ProcedureTo define Accounting Flexfield segments for a set of books to be used for four to six drill-down levels, perform the following steps.

1. In General Ledger, navigate to the Setup Drill-Down Levels window as follows:

Hierarchical GL - Drill-Down Setup

2. In the Set of Books Name field, enter the name of the set of books in which the drill-down inquiry screens are used.

3. In the Segment Name field for level 1, enter the name of the Accounting Flexfield segment to use for the first level in drill-down inquiries.

4. In the Segment Number field for level 1, enter the number of the Accounting Flexfield segment to use for the first level in drill-down inquiries.

5. Repeat steps 3 and 4 for levels 2, 3, 4, and optionally, levels 5 and 6.

When four levels are defined, drill-down mapping can be generated.

6. To generate drill-down mapping, select the Generate Mapping View check box and save the change as follows:

Action - Save

This submits a concurrent request to generate drill-down mapping.



Hierarchical Drill-Down Inquiry Setup 9-3

Set Up Drill-Down Levels Window

Set Up Drill-Down Levels Window

Figure 9–1 Set Up Drill-Down Levels Window


Set Up Drill-Down Levels Window Description


Table 9–2 Set Up Drill-Down Levels Window Description


Set of Books Name required list of values set of books name

Level 1 Name required list of values Accounting Flexfield segment name to use for level 1 drill-down inquiry

Level 1 Number required list of values Accounting Flexfield segment number to use for level 1 drill-down inquiry

Level 2 Name required list of values segment name for level 2

Level 2 Number required list of values segment number level 2





Level 5 Name optional list of values segment name for level 5

Level 5 Number optional list of values segment number level 5

Level 6 Name optional list of values segment name for level 6

Level 6 Number optional list of values segment number level 6

Generate Mapping View optional check box selected indicates definition is complete; automatically submits concurrent request to generate drill-down mapping when window is saved

Hierarchical Drill-Down Inquiry Setup 9-5

HUL Numbers

10HUL Numbers Setup

This chapter describes how to define segment overrides for HUL Numbers in Oracle Public Sector General Ledger (International). The following sections are in this chapter:

■ Definition

■ Overview

■ Prerequisites

■ Segment Overrides Setup Procedure

■ Define HUL Enablement Overrides Window

■ Define HUL Enablement Overrides Window Description

Setup 10-1

Definition

DefinitionThe Define HUL Enablement Overrides window is used to disable generation of HUL Numbers for a selected range of segment values.

OverviewWhen the Generate HUL Number flexfield qualifier is enabled for a segment, all segment values defined for that segment receive HUL Numbers by default unless HUL Numbers are disabled for that segment in the Define HUL Enablement Overrides window.

Segment overrides are optional. The overrides can be set permanently from an effective date or for a range of General Ledger dates.

Prerequisites❏ HUL Numbers must be switched on in the Enable OPSF(I) Features window.

For information about the Enable OPSF(I) Features window, see Step 2.1 Enable Oracle Public Sector Financials (International) Features, in Chapter 3, OPSF(I)-Specific Application Object Library Setup.

❏ The accounting flexfield structure must be defined and at least one segment must have the Generate HUL Number flexfield qualifier enabled.

Warning. The Generate HUL Number flexfield qualifier must be set against a new accounting flexfield structure. If a flexfield structure already exists, the old structure must be migrated, by way of consolidation, to a new structure enabled for HUL Numbers.

❏ The segment values which fall within the range of HUL Enablement Overrides must be predefined and enabled in the Define Segment Values window.

❏ If Purchasing is used, the Accrue Expense items option in the Define Purchasing Options window must be set to Period End.


Segment Overrides Setup Procedure

Segment Overrides Setup ProcedurePerform the following steps to set up segment overrides:

1. In General Ledger, navigate to the Define HUL Enablement Overrides window as follows:

HUL Numbers - Setup Segment Overrides

2. Enter data in each field of the Define HUL Enablement Overrides window as described in Table 10–1.





HUL Numbers Setup 10-3

Define HUL Enablement Overrides Window

Define HUL Enablement Overrides Window

Figure 10–1 Define HUL Enablement Overrides Window


Define HUL Enablement Overrides Window Description


Table 10–1 Define HUL Enablement Overrides Window Description


Segment required list of values segment enabled for HUL Numbers

Segment Value From required list of values beginning segment value to disable HUL Numbers

Segment Value To required list of values ending segment value to disable HUL Numbers

Effective From required list of values: pop-up calendar

General Ledger start date for segment values

Effective To optional list of values: pop-up calendar

General Ledger end date for segment values

HUL Numbers Setup 10-5

Generic Interface

11Generic Interface Setup

This chapter describes how to set up the Generic Interface in Oracle Public Sector General Ledger (International). The following sections are in this chapter:

■ Definition

■ Overview

■ Prerequisites

■ Feeder Book Mapping Procedure

■ Feeder Book Mapping Window

■ Feeder Book Mapping Window Description

■ Feeder Period Mappings Procedure

■ Feeder Period Mappings Window

■ Feeder Period Mappings Window Description

■ Feeder System Descriptors Procedure

■ Feeder System Descriptors Window

■ Feeder System Descriptors Window Description

Setup 11-1

Definition

DefinitionThe Generic Interface setup windows provide a way to identify and map a relationship between an external system, such as a payroll system, with corresponding elements in the General Ledger system.

OverviewSetup uses both Oracle Public Sector General Ledger (International) and standard Oracle General Ledger windows as follows:

■ System Profile Values window

■ Journal Categories window

■ Feeder Book Mapping window

■ Feeder Period Mappings window

■ Feeder System Descriptors window

A profile option can be set at Site, Application, Responsibility, or User level to control access to secure feeder system data.

For more information about setting profile options, see Step 1.6 Specify Profile Options, Chapter 2, Oracle System Administrator Setup.

This chapter describes the journal source and feeder book windows only.

For information about using the Journal Categories windows, see Defining Journal Categories, Oracle General Ledger User’s Guide.

The setup windows identify external sources for data and ensure journal lines are imported correctly into the appropriate journals and period in the correct set of books.

The layout of feeder system data files must conform to the file specification. Table 11–1 shows how field names in the feeder system data file relate to General Ledger items.


Prerequisites

For information about the feeder system data file records and fields, see Chapter 12, Generic Interface Feeder System Data File Specification.

Prerequisites❏ Accounting periods must be defined in the General Ledger.

❏ Journal Categories must be defined in the General Ledger. For Generic Interface to work, the source must be defined as Import References and set to Yes.

For information about defining accounting periods and journal categories see Overview of Setting Up, Oracle General Ledger User’s Guide.

❏ If users are not allowed to view data from specific feeder systems, the system administrator must set the profile option INT: View Secure Sources to No at Site, Application, Responsibility, or User level. Setting this option to No enables the Secure Source check box on the Feeder System Descriptors window. Selecting the Secure Source check box for a feeder system restricts users from viewing details of transactions imported from that feeder system.

For information about setting profile options, see Step 1.6 Specify Profile Options, fChapter 2, Oracle System Administrator Setup.

Table 11–1 Mapping Feeder System Data File Fields to Oracle General Ledger

Feeder System Data File Element Maps to

Record Type Field Name General Ledger Item Using this Window

FH, file header Feeder Book ID set of books ID Feeder Book Mapping

FH, file header Source Period Name General Ledger period name

Feeder Period Mappings

JH, journal header Category Name journal entry category Define Journal Categories

TL, transaction line Feeder System Descriptors

detail fields in corresponding General Ledger area

Feeder System Descriptors

Generic Interface Setup 11-3

Feeder Book Mapping Procedure

Feeder Book Mapping ProcedureTo map book IDs from the feeder system to the General Ledger set of books, perform the following steps.

1. Navigate to the Feeder Book Mapping window as follows:

Generic Interface - Setup Mapping - Book

2. In the Feeder Book ID field, enter the feeder book ID as defined in the feeder system.

3. In the Set of Books Name field, enter the General Ledger set of books to map to the set of books in the feeder system.


Save or Save and Continue




Feeder Book Mapping Window

Feeder Book Mapping Window

Figure 11–1 Feeder Book Mapping Window


Feeder Book Mapping Window Description

Feeder Book Mapping Window Description

Table 11–2 Feeder Book Mapping Window Description


Feeder Book Id required Feeder book id as defined in feeder system

Set of Books Name required Name of the Set of Books to be mapped to the feeder book specified by Feeder Book Id.


Feeder Period Mappings Procedure

Feeder Period Mappings ProcedureTo map periods from the feeder system to General Ledger periods, perform the following steps.

1. In General Ledger, navigate to the Feeder Period Mappings window as follows:

Generic Interface - Setup Mapping - Period

2. In the Source Name field, enter the name of the feeder system that supplies transactions for this journal.

3. In the Source Period Name field, enter the period name as it appears in the feeder system.

WARNING: This field is not validated.

4. In the General Ledger Period Name field, enter the General Ledger period name that corresponds to this period in the feeder system.






Feeder Period Mappings Window

Feeder Period Mappings Window

Figure 11–2 Feeder Period Mappings Window


Feeder Period Mappings Window Description

Feeder Period Mappings Window Description

Table 11–3 Feeder Period Mappings Window Description


Source Name required list of values name of feeder system journal source

Description display only description of feeder system journal source

Source Period Name required feeder system period name

General Ledger Period Name

required corresponding General Ledger period name


Feeder System Descriptors Procedure

Feeder System Descriptors ProcedureTo define system descriptors, perform the following steps.

1. In General Ledger, navigate to the Feeder System Descriptors window as follows:

Generic Interface - Import Feeder

2. In the Source Name field, enter the name of the feeder system that supplies transactions for this journal.

3. If some users are not allowed access to transaction details imported from this feeder system, select the Secure Source check box.

The check box is available only if the INT: View Secure Sources profile option is set to No.

4. In the Date Picture field, enter the format used by the feeder system for displaying dates. Typical values are as follows:

■ DD-MON-YYYY, the Oracle Public Sector Financials (International) standard date format

■ DDMMYYYY

■ DD/MM/YYYY

5. Enter the names of up to seven transaction descriptors used by the feeder system. Transaction descriptors correspond to General Ledger field names.






Feeder System Descriptors Window

Feeder System Descriptors Window

Figure 11–3 Feeder System Descriptors Window


Feeder System Descriptors Window Description

Feeder System Descriptors Window Description

Table 11–4 Feeder System Descriptors Window Description


Feeder Source Region

Source Name required list of values feeder system source name

Description display only feeder system source description

Transaction Descriptors Region

Secure Source optional check box restricts access to journal source feeder information

Date Picture required feeder system date format

Descriptor optional up to seven transaction descriptors


Generic Interface Feeder System Data File Speci

12Generic Interface Feeder System Data File

Specification

This chapter describes the file specification for the Generic Interface in Oracle Public Sector General Ledger (International). The following sections are in this chapter:

■ Definition

■ Overview

■ Prerequisites

■ File Header Record Specification

■ Journal Header Record Specification

■ Transaction Lines Record Specification

■ File Footer Record Specification

fication 12-1

Definition

DefinitionAll files feeding into the General Ledger through the Generic Interface must use the same layout. This chapter describes the structure for all feeder system data files.

OverviewAccounting information can be created by many different software programs. Following the file specification in this chapter ensures that the information enters the General Ledger accurately.

The following record types are required in the file format:

■ one FH, file header, record

■ one JH, journal header, record for each group of transactions to be posted to that journal

■ one or more TL, transaction line, records per journal header

■ one FF, file footer, record

The following is an example of a feeder system data file layout:

File Header (FH) Journal Header (JH) Transaction Line (TL) Transaction Line (TL) Transaction Line (TL) Journal Header (JH) Transaction Line (TL) Transaction Line (TL) Transaction Line (TL)File Footer (FF)

If the feeder system is a spreadsheet program, each line record corresponds to one row and each field in a record corresponds to one column in the spreadsheet.

Prerequisites❏ The feeder system software must convert or export data to a comma-delimited

ASCII file with variable length records.


❏ To eliminate the risk of incorrectly reading text containing commas, all text values must be enclosed in "double quotes".

File Header Record Specification

File Header Record SpecificationTable 12–1 describes the File Header Record Specification. The file header record passes account selection criteria information to the General Ledger.

Example:FH,"Payroll",0598,00123,001

Table 12–1 File Header Record Specification

Field Name Max Width Description Type

Record Type 2 FH required

Source Name 25 name of the feeder system, for example, "Payroll".

required

Source Period Name 15 accounting period name from feeder system required

Transmission Number 50 unique file identification number required

Feeder Book ID 25 maps to Set of Books ID required

Generic Interface Feeder System Data File Specification 12-3

Journal Header Record Specification

Journal Header Record SpecificationTable 12–2 describes the Journal Header Record Specification.

Example:JH,"Monthly",N,,A,,GBPNote: # symbol indicates numeric field, which can be any width.

Table 12–2 Journal Header Record Specification


Record Type 2 JH required

Category Name 25 journal category required

Reverse Flag 1 Is this a reversing batch? Y if yes, N if no required

Reverse Period Offset # if Reverse Flag is Y, offset period in which the journal is reversed. For example, 1 for next period, 3 for next quarter.


Actual Flag 1 type of transaction; A for actual or E for encumbrance

required

Encumbrance Type ID # if Actual Flag is E, journal encumbrance type, such as 1001


Currency Code 10 journal currency code required

Currency Conversion Date

11 foreign currency journal conversion date; set up through the feeder system descriptors

optional

Currency Conversion Type

15 foreign currency journal conversion type optional

Currency Conversion Rate # foreign currency journal conversion type optional


Transaction Lines Record Specification

Transaction Lines Record SpecificationTable 12–3 describes the Transaction Lines Record Specification, explaining allowable fields in the transaction lines records. Transaction line records contain details of individual transactions.

Example:"TL",120.15, "Primary Desc", 180594,"Desc 1","Desc 2",,,,,, 01,100,5960,1000,45Note: # symbol indicates numeric field, which may be any width.

Table 12–3 Transaction Lines Record Specification


Record Type 2 "TL" required

Amount # transaction amount; enter a leading sign and decimal point

required

Primary Description 240 primary transaction description optional

Transaction Date 240 transaction date required

Descriptor1 240 first transaction descriptor optional

Descriptor2 240 second transaction descriptor optional

Descriptor3 240 third transaction descriptor optional

Descriptor4 240 fourth transaction descriptor optional

Descriptor5 240 fifth transaction descriptor optional

Descriptor6 240 sixth transaction descriptor optional

Descriptor7 240 seventh transaction descriptor optional

Account Segment1 240 Accounting Flexfield segment optional









Transaction Lines Record Specification























Table 12–3 Transaction Lines Record Specification



File Footer Record Specification

File Footer Record SpecificationTable 12–4 describes the File Footer Record Specification, explaining allowable fields in the footer record.

Example:"FF",120.15,45Note: # symbol indicates a numeric field, which may be any width.

Table 12–4 File Footer Record Specification


Record Type 2 FF required

Total Amount # total of all transaction amounts, regardless of currency

required

Record Count 240 total number of transaction line, TL, records required


File Footer Record Specification


Internal Trading

13Internal Trading Setup

This chapter describes the internal trading setup procedures. The following sections are in this chapter:

■ Definition

■ Overview

■ Internal Trading Charge Centers Setup Procedure

■ Setup Charge Center Window

■ Setup Charge Center Window Description

Setup 13-1

Definition

DefinitionThe internal trading setup procedure is used to define charge centers and their associated account ranges and authorizers, and to define user profile options associated with internal trading.

Charge centers are business units that incur the internal charge. Account ranges must be unique to charge centers because the account flexfield ranges describe the charge center. Authorizers have the authority to accept or reject a cross charge.

This setup is required to perform the internal trading procedures, which allow users to raise charges between charge centers within the same organization.

OverviewThe internal trading setup procedures are used to perform the following tasks:

■ define charge centers for the current set of books

■ query and update information for charge centers associated with the current set of books

■ define account ranges for a charge center

■ define authorizers for the appropriate charge center

■ link authorizers to the appropriate charge center

■ define a time limit within which cross charges must be authorized before being authorized automatically

Internal Trading is controlled by the following profile options:

■ Encumbrance Required profile is used to request automatic creation of encumbrance journals

■ Encumbrance Type Id profile determines the encumbrance type for internal trading encumbrance journals

■ Authorization Time Limit in Days profile is used to specify the number of days that can elapse before a cross charge is automatically accepted

For information about setting Internal Trading profile options, see Step 1.6 Specify Profile Options, Chapter 2, Oracle System Administrator Setup.


Internal Trading Charge Centers Setup Procedure

Internal Trading Charge Centers Setup ProcedureTo set up internal trading charge centers, perform the following steps.

1. In General Ledger, navigate to the Setup Charge Center window as follows:

Internal Trading - Setup Charge-Center

2. In the Name field, enter the charge center name.

3. In the Start Date field, enter the date to activate the charge center.

4. In the End Date field, enter the date to deactivate the charge center.

5. Click the From field.

The Accounting Flexfield parameter window appears.

When using this window, note the following guidelines:

■ Entering a value in the Low field populates both the High and Low fields, indicating that one Accounting Flexfield is assigned to that row.

■ To enter more than one Accounting Flexfield, select a value from the list of values in the High field that is higher than the corresponding low field.

■ The account range must be unique to the charge center and must not overlap another range in this or any other charge center.

6. Click OK to apply the parameters.

7. In the Name field of the Authorizers region, select the authorizer’s name from the list of values.





Internal Trading Setup 13-3

Setup Charge Center Window

Setup Charge Center Window

Figure 13–1 Setup Charge Center Window


Setup Charge Center Window Description


Table 13–1 Setup Charge Center Window Description


Charge Center Region

Name required charge center name; must be unique within the current set of books

Start Date required date to activate charge center

End Date optional date to deactivate charge center

Ranges Region

From required start account range from which cross charges raised

To required end account range from which cross charges raised

Authorizer Region

Name required list of values authorizer name; must be a valid Oracle Applications user

Internal Trading Setup 13-5

Assets

14Assets Setup

This chapter describes Assets setup steps that are required for Oracle Public Sector Assets (International). The following sections are in this chapter:

■ Overview

■ Prerequisites

■ Assets Setup Checklist

■ Assets Setup Steps

Setup 14-1

Overview

OverviewThis chapter provides a checklist of Assets setup in Oracle Public Sector Assets (International) and describes the public sector setup steps.

All Oracle Applications steps designated as required in the checklist must be completed to use Oracle Public Sector Assets (International).

Assets setup is Step 5 in implementing Oracle Public Sector Financials (International). This step is required if Assets is used. See Chapter 1, Overview of Setup for the full checklist of implementation steps.

Use the Oracle Assets User’s Guide with this guide to complete or modify Assets setup.

Prerequisites❏ Oracle Corporation recommends reading background information about

MHCA before implementing this feature.

For information on setting up MHCA, see MHCA Process, Oracle Public Sector Financials (International) User’s Guide.

❏ System Administrator setup must be complete.

For information on setting up System Administrator, see Step 1.6 Specify Profile Options, Chapter 2, Oracle System Administrator Setup.

❏ The public sector feature MHCA must be enabled.

For information on enabling public sector features, see Step 2.1 Enable Oracle Public Sector Financials (International) Features, Chapter 3, OPSF(I)-Specific Application Object Library Setup.

❏ General Ledger setup must be complete.

For information on setting up General Ledger, see Chapter 4, General Ledger Setup.

❏ MHCA requires that a set of books separate from the set of books associated with the Historic book be defined for MHCA reporting.


Assets Setup Steps

Assets Setup ChecklistSee Table 1–5 in Chapter 1, Overview of Setup for the Assets Setup checklist of implementation steps.

All steps designated as required in this checklist must be completed. Setup steps that need specific settings or additional information to implement Oracle Public Sector Assets (International) are shown in bold italic and described in the following section, Assets Setup Steps.

Assets Setup StepsAll required Assets setup steps for Oracle Financials must be completed to use Oracle Public Sector Financials (International).

Use the Oracle Assets User’s Guide with this guide to complete all required setup steps that are not described in this section.

Step 5.10 Define CalendarsThis step is required for MHCA.

Use the Asset Calendars window to define the asset calendars for both the Historic book and the MHCA book.

The calendars must have at least one full asset period before the asset period within which the earliest date placed in service falls.

To define a MHCA calendar, perform the following steps.

1. In Assets, navigate to the Asset Calendars window as follows:

Setup - Asset System - Calendars

2. In the Calendar field, enter the calendar name.

3. In the Description field, enter a description for the book.

4. In the Fiscal Year Name field, select the Fiscal Year name for the calendar from the list of values.

Note: The Historic and MHCA calendars must use the same Fiscal Year name.

5. In the Periods Per Year field, set the Periods Per Year to 4 to enter a quarterly

Assets Setup 14-3

calendar for MHCA.

6. Select the Fiscal radio button.

Assets Setup Steps

7. In the Name field, define the Period Name for each period.

Note: If the period names in Assets differ from the period names in Oracle General Ledger, any asset batches transferred to General Ledger will fail to post. For this reason, ensure that the period names in Assets are identical to the period names for the relevant General Ledger set of books.

8. In the From Date and To Date fields, optionally define the effective from and to dates for each period.

Note: Each Historic period must be wholly contained within its corresponding MHCA period. An Historic period must not span more than one MHCA period.


Save or Save and Proceed



For information on defining calendars, see Oracle Assets System Setup, Oracle Assets User’s Guide.

Step 5.13 Define Book ControlsSet up a book controls record for the historic and MHCA books. The book controls record for the historic book must be set up before setting up the MHCA book control record.

Only one MHCA book can be set up for each Historic book.

For information about defining book controls for the historic and MHCA books, see Oracle Assets System Setup, Oracle Assets User’s Guide.

MHCA Book ControlsTo define book controls for the MHCA book, perform the following steps.

1. In Assets, navigate to the Book Controls window as follows:

Setup - Asset System - Book Controls

2. In the Book field, enter the MHCA book name.

3. In the Description field, enter a description for the book.


4. In the Class field, select Tax from the drop-down list.

5. Ensure that the MHCA BOOK check box is selected.

Assets Setup Steps

6. In the Associated Corporate Book field, select the associated historic book.

7. In the alternative region, select Calendar from the drop-down list.

8. In the GL Set of Books field, select an Oracle General Ledger set of books for the MHCA book.

9. Select the Allow GL Posting check box.

10. Ensure that the Allow Purge check box is not selected.

11. In the Depreciation Calendar field, select a quarterly calendar for the MHCA book from the list of values.

12. In the Prorate Calendar field, select a prorate calendar applicable to the MHCA book.

13. In the Current Period field, enter the current period for the book from the list of values.

14. In the Divide Depreciation field, select Evenly from the drop-down list.

15. In the alternative region, select Accounting Rules from the drop-down list.

16. Select the check boxes in the Accounting Rules alternative region as shown in Table 14–1.

Note: Oracle Corporation has tested MHCA with the MHCA book defined using the options selected as shown. Many other configurations are possible, but were not tested. Certain options support North American accounting rules. These options are not used in Europe and were tested as unselected only.

Table 14–1 Accounting Rules Region Check Box Settings, MHCA Book

Checkbox Name Setting

Allow Amortized Changes Selected

Allow Mass Changes Selected

Allow Revaluation Selected

Revalue Accumulated Depreciation Selected

Retire Revaluation Reserve Selected

Revalue Fully Reserved Assets Selected

Assets Setup 14-5

Amortize Revaluation Reserve Unselected

Allow Reserve Adjustments Unselected

Assets Setup Steps

17. In the Salvage Value field, select Copy from the drop-down list.





Step 5.19 Define Price IndexesFor MHCA, define a price index to use in periodic revaluation of assets.

A calendar must be assigned to the price index and it must be the same calendar as the MHCA book’s depreciation calendar.

To define price indexes, perform the following steps.

1. In Assets, navigate to the Price Indexes window as follows:

Setup - Asset System - Price Indexes

2. In the Index field, enter the name of the index.

3. In the Calendar field, select the MHCA book’s depreciation calendar.

Note: Index values are automatically created with a range of 9999 for each period. Ensure that the percentage for each period is changed from 9999 to the percentage required.

Allow Investment Tax Credits Unselected

Allow Cost Ceilings Unselected

Allow Expense Ceilings Unselected

Allow Mass Copy Selected

Copy Additions Selected

Copy Adjustments Unselected

Copy Retirements Selected

Table 14–1 Accounting Rules Region Check Box Settings, MHCA Book

Checkbox Name Setting


4. In the Value% field, enter a price index percentage for each calendar period.

Assets Setup Steps

For information on defining price indexes, see Oracle Assets System Setup, Oracle Assets User’s Guide.

Step 5.22 Define Asset Categories For MHCA, all categories set up for the Historic book must also be set up for the MHCA book.

For information on defining asset categories for the Historic book, see Setting Up Asset Categories, Oracle Assets User’s Guide.

To define asset categories for the MHCA book, perform the following steps.

1. In Assets, navigate to the Asset Categories window as follows:

Setup - Asset System - Asset Categories

2. In the Book field, select the MHCA book name.

3. In the Backlog Depreciation Reserve field, specify a Backlog Depreciation Reserve account for the MHCA book.

4. In all other fields, enter accounting flexfields identical to those selected for the historic book for this asset category.

5. Select the Default Rules check box.

6. Select the Depreciate check box.

7. In the Method field, select the same depreciation method as that selected for the historic book for this asset category.

8. In the Prorate Convention field, select a prorate convention applicable to the MHCA book.

9. Select the Reval Allowed check box.

10. In the Price Index field, ensure that an MHCA price index is selected.

11. Complete other fields in the same way as for the Historic book for the same asset category.

Assets Setup 14-7

Assets Setup Steps


Purchasing

15Purchasing Setup

This chapter describes Purchasing setup steps that are required for Oracle Public Sector Financials (International). The following sections are in this chapter:

■ Overview

■ Prerequisites

■ Purchasing Setup Steps

Setup 15-1

Overview

OverviewThis chapter provides a checklist of Purchasing setup in Oracle Public Sector Financials (International). It also describes the setup steps that are required as part of the implementation of the following features in Oracle Public Sector Financials (International):



■ Dossier



■ Gross Based VAT

■ HUL Numbers

All Purchasing setup steps designated as required in the checklist must be completed to use Oracle Public Sector Purchasing (International).

Purchasing setup is Step 6 in implementing Oracle Public Sector Financials (International). This step is required if Purchasing is used. See Table 1–6 in Chapter 1, Overview of Setup for the full checklist of implementation steps.

All steps designated as required in this checklist must be completed. Setup steps that need specific settings or additional information to implement Oracle Public Sector Purchasing (International) are shown in bold italic and are described in the following section, Purchasing Setup Steps.

Use the Oracle Purchasing User’s Guide with this guide to complete or modify Purchasing setup.


For information on setting up System Administrator, see Chapter 2, Oracle System Administrator Setup.

❏ If a Multiple Organization structure is used, it must be set up before enabling the following features:




Purchasing Setup Steps


■ Gross Based VAT

❏ Public sector features must be enabled.




❏ If Gross Based VAT is used, it is recommended that the topical essays be read before setting up the feature.

For information about Gross Based VAT, see Encumbrancing with Partial and Nonrecoverable VAT Process, and Generate VAT Distributions Process, Oracle Public Sector Financials (International) User’s Guide.

Purchasing Setup StepsAll required Purchasing setup steps must be completed to use Oracle Public Sector Purchasing (International). For each public sector feature enabled, all additional required setup steps for Oracle Public Sector Purchasing (International) must be performed.

Use the Oracle Purchasing User’s Guide with this guide to complete all steps designated as required that are not described in this section.

Step 6.3 Enable Oracle Public Sector Purchasing (International) FeaturesThis step has setup considerations for Contract Encumbrancing, Construction Industry Scheme, Dossier, Exchange Protocol, Gross Based VAT, and HUL Numbers.

❏ Navigate to the Enable OPSF(I) Features window as follows:


Enable features as described in Step 2.1 Enable Oracle Public Sector Financials

Purchasing Setup 15-3

(International) Features in Chapter 3, OPSF(I)-Specific Application Object Library Setup.


Step 6.25 Define Tax NamesThis step has setup considerations for Construction Industry Scheme and Gross Based VAT.

If tax names are already defined as part of Payables setup, this step does not have to be repeated.

For Construction Industry Scheme, a Withholding Tax type tax name must be set up. For Gross Based VAT, user-defined tax names for VAT-related taxes must be set up.

For information about defining tax names, see Tax Names, Oracle Payables User’s Guide.

Step 6.37 Define Purchasing Options

PrerequisiteRead about setting up the tax defaults hierarchy for Gross Based VAT before beginning this step. See Defining Purchasing Options, Oracle Purchasing User’s Guide.

This step has setup considerations for Gross Based VAT and HUL Numbers.

To set up purchasing options, see Defining Purchasing Options, Oracle Purchasing User’s Guide.

This step is required for HUL Numbers.

Define accrual options at Period End for HUL Numbers as follows:

1. In Purchasing, navigate to the Purchasing Options window as follows:

Setup - Organizations - Purchasing Options

2. In the Accrual region of the Purchasing Options window, select Period End from the drop-down list in the Accrue Expense Items field.

For Gross Based VAT, accrual options must be defined, but can be defined at Period End in the same way as described for HUL Numbers, or accrual options can be defined as On Receipt.

For Gross Based VAT, additional setup is required in the Tax Defaults drop-down


list to define the tax defaults hierarchy.


Step 6.40 Define Line TypesThis step is required for Oracle Public Sector Purchasing, but defaults are provided. Additional line types can be defined for Gross Based VAT to assign specific VAT codes.

The Line Types window in Oracle Public Sector Purchasing (International) provides a VAT Code column, that can be used to define a default VAT code for a specific line type. For information about the Line Types window, see Defining Line Types, Oracle Purchasing User’s Guide.

1. In Purchasing, navigate to the Line Types window as follows:

Setup - Purchasing - Line Types

2. Enter a new line type or select an existing line type.

3. Enter a value in the VAT Code field.





Step 6.42 Complete Setup for Financials OptionsThis step has setup considerations for Gross Based VAT, Enhanced Funds Checker and Contract Encumbrancing.

If this step has already been completed as part of Payables setup, this step does not have to be repeated.

For information about this step, see Step 7.20 Define Financials in Chapter 17, Payables Setup.

Step 6.43 Set up Receiving OptionsThis step has setup considerations for Gross Based VAT.

Gross Based VAT does not support unordered receipts. Oracle Corporation recommends that the Allow Unordered Receipts field on the Define Receiving Options screen be set to No.

Purchasing Setup 15-5

For information on how to define receiving options, see Setting Up Receivables, Oracle Purchasing User’s Guide.


Step 6.46 Define SuppliersThis step has setup considerations for Construction Industry Scheme and Gross Based VAT.

For Gross Based VAT this step is based on the way the tax defaults hierarchy is defined. If Supplier, Supplier Site, or both are included in the tax defaults hierarchy definition, then tax names must be defined at the same level of the Supplier, or Supplier Site, or both.

For Construction Industry Scheme, ensure that a Withholding Tax group is defined for the Supplier’s Site for construction subcontractors subject to Construction Industry Scheme.

For information on suppliers, see Entering Suppliers, Oracle Payables User’s Guide.

For information on Withholding Tax, see Withholding Tax Groups, Oracle Payables User’s Guide

Step 6.52A Define Partially Reclaimable VAT PercentagesThis step is required for Gross Based VAT.

See Define Partially Reclaimable Percentages Procedure in Chapter 16, Gross Based VAT Setup.


Gross Based VA

16Gross Based VAT Setup

This chapter describes how to set up partially reclaimable percentages for Gross Based VAT in Oracle Public Sector Purchasing (International) and Oracle Public Sector Payables (International). The following sections are in this chapter:

■ Definition

■ Define Partially Reclaimable Percentages Procedure

■ Partially Reclaimable Percentages Window

■ Partially Reclaimable Percentages Window Description

T Setup 16-1

Definition

DefinitionThe Partially Reclaimable Percentages window is used to maintain the percentage reclaimable of VAT against various Accounting Flexfield ranges, enabling the percentage reclaimable of VAT to be related to specific lines of business defined by combinations of Accounting Flexfields.

For information on defining Accounting Flexfields, see Overview of Flexfield Concepts, Oracle Applications Flexfields Guide.


Define Partially Reclaimable Percentages Procedure

Define Partially Reclaimable Percentages ProcedureTo define the percentage of partially reclaimable VAT for various flexfield ranges, perform the following steps.

1. In Purchasing, navigate to the Partially Reclaimable Percentages window as follows:

Gross Based VAT - Setup Percentage

2. Enter data in each field of the Partially Reclaimable Percentages window as described in Table 16–1.





Gross Based VAT Setup 16-3

Partially Reclaimable Percentages Window

Partially Reclaimable Percentages Window

Figure 16–1 Partially Reclaimable Percentages Window


Partially Reclaimable Percentages Window Description


Table 16–1 Partially Reclaimable Percentages Window Description


Account Ranges Region

From required from Accounting Flexfield

To optional to Accounting Flexfield

Percentage Reclaimable required percentage VAT reclaimable

Gross Based VAT Setup 16-5

Payables

17Payables Setup

This chapter describes the Payables setup steps that are required for Oracle Public Sector Payables (International). The following sections are in this chapter:

■ Overview

■ Prerequisites

■ Payables Setup Steps

Setup 17-1

Overview

OverviewThis chapter provides a setup checklist of Payables setup in Oracle Public Sector Payables (International) and describes the public sector setup steps.

All Oracle Applications steps designated as required in the checklist must be completed to use Oracle Public Sector Payables (International).

Payables setup is Step 7 in implementing Oracle Public Sector Financials (International). This step is required if Payables is used. See Table 1–7 in Chapter 1, Overview of Setup for the full checklist of implementation steps.

All steps designated as required in this checklist must be completed. Setup steps that need specific settings or additional information to implement Oracle Public Sector Payables (International) are shown in bold italic and described in the following section, Payables Setup Steps.

Use the Oracle Payables User’s Guide with this guide to complete or modify Payables setup.




For information on enabling public sector features, see Step 2.1 Enable Oracle Public Sector Financials (International) Features, Chapter 3, OPSF(I)-Specific Application Object Library Setup.


For information on General Ledger setup, see Chapter 4, General Ledger Setup.


Payables Setup Steps

Payables Setup StepsAll required setup steps must be completed to use Oracle Public Sector Payables (International). For each public sector feature enabled, all additional setup steps described as required for Oracle Public Sector Payables (International) must be performed.

Use the Oracle Payables User’s Guide with this guide to complete all required setup steps that are not described in this section.

Step 7.2 Enable Oracle Public Sector Payables (International) FeaturesThis step has setup considerations for Construction Industry Scheme, Dossier, Gross Based VAT, Secondary Invoice Approval, Multi-Period Posting, Exchange Protocol and Single Third Party.

❏ Navigate to the Enable OPSF(I) Features window as follows:


Enable features as described in Step 2.1 Enable Oracle Public Sector Financials (International) Features in Chapter 3, OPSF(I)-Specific Application Object Library Setup.

Step 7.6 Define Matching TolerancesThis step has setup considerations for Gross Based VAT.

For Gross Based VAT, the Invoice Tolerances window in Oracle Public Sector Payables (International) is used to define a VAT rounding tolerance amount. When Gross Based VAT generates reclaimable and non-reclaimable tax distribution lines, any rounding difference between the invoice header tax amount and the sum of the tax distributions results in a tax hold being placed on the invoice. If the difference is within the defined rounding tolerance, the system eliminates the difference by adjusting the largest reclaimable tax distribution line.

Define a VAT rounding tolerance amount as follows.

1. In Payables, navigate to the Invoice Tolerances window as follows:

Setup - Invoice - Tolerances

2. In the VAT Rounding Amount field, select the check box to activate the field,

Payables Setup 17-3

and enter a VAT rounding tolerance amount.


Enter data in other fields as described in Invoice Tolerances, Oracle Payables User’s Guide.





For information on defining matching tolerances, see Invoice Tolerances, Oracle Payables User’s Guide.

Figure 17–1 Invoice Tolerances Window

Step 7.7 Define Tax Authority Type SuppliersThis step has setup considerations for Construction Industry Scheme.

For Construction Industry Scheme, the Inland Revenue must be defined as a


supplier of type Tax Authority on the Suppliers window.

1. In Payables, navigate to the Suppliers Summary window as follows:


Suppliers - Entry

2. In the Supplier Type field, select Tax Authority.

For information on the Suppliers window, see Suppliers and Supplier Sites Window Reference, Oracle Payables User’s Guide.

Step 7.8 Define Tax Names and Withholding Tax GroupsThis step has setup considerations for Construction Industry Scheme and Gross Based VAT.

For Construction Industry Scheme, at least one withholding tax type tax name must be set up. Define at least one withholding tax group and assign the appropriate withholding tax name to a Tax Authority. This step is performed in the Withholding Tax Groups window.

For information on assigning the Withholding Tax tax name to the CIT Withholding Tax Group, see Chapter 18, Construction Industry Scheme Setup.

For Gross Based VAT, user-defined tax names for VAT-related taxes must be set up.

For information on defining tax names, see Tax Names, Oracle Payables User’s Guide.

For information on defining withholding tax groups, see Withholding Tax Groups, Oracle Payables User’s Guide.

Step 7.11 Define Payables QuickCodesThis step has setup considerations for Construction Industry Scheme and Single Third Party.

For Construction Industry Scheme, separate supplier-type QuickCodes are recommended for construction subcontractors.

For Single Third Party, a specific QuickCode of type Source is required; the name value assigned is used in the profile option Single Third Party: Payables Source.

For information on defining QuickCodes, see QuickCodes, Oracle Payables User’s Guide.

For information on setting up profile options for Oracle Public Sector Financials (International), see Step 1.6 Specify Profile Options, Chapter 2, Oracle System Administrator Setup.

Payables Setup 17-5

To set up the Payables Source QuickCode for Single Third Party, follow these steps.

1. In Payables, navigate to the QuickCodes window as follows:


Navigate - Setup QuickCodes - Payables

2. In the Type field, enter Source.

3. In the Name field, enter a name appropriate for Single Third Party, for example, Netting. Enter a description.

Note: The name assigned to the QuickCode is used in the profile option Single Third Party: Payables Source.

4. Select the Active check box.





Step 7.20 Define FinancialsThe Financials window in Oracle Public Sector Payables (International) includes additional functionality to support the following features:

■ HUL Numbers


■ Dossier


■ Gross Based VAT





Table 17–1 shows special setup considerations for Oracle Public Sector Financials (International).

For information on defining financials, see Defining Financials Options, Oracle Payables User’s Guide.

To define financials for features enabled in Oracle Public Sector Payables (International), perform the following steps.

1. In Payables, navigate to the Financials window as follows:

Setup - Options - Financials

2. To use requisition encumbrances perform the following steps.

■ Select Encumbrance from the drop-down list.

■ Select the Use Requisition Encumbrance check box.

■ Select an encumbrance type of Commitment from the list of values in the Encumbrance Type field.

Table 17–1 Define Financials Feature Requirements

Task Needed To In Feature

define requisition encumbrance option

use requisition encumbrances

any feature where requisition encumbrance is required

define purchase order encumbrance option

use purchasing encumbrances

any feature where purchasing encumbrance is required

define invoice encumbrance option

use invoice encumbrances any feature where invoice encumbrance is required

define contract encumbrance option

use Contract Encumbrancing Contract Encumbrancing

any feature where contract encumbrances are required

define system level VAT code

calculate tax but, depends on tax default hierarchy

Gross Based VAT

define Human Resources options

select Use Approval Hierarchies

Dossier, Exchange Protocol

Payables Setup 17-7

■ If Gross Based VAT is used, do not select the Reserve at Completion check box.




4. To use purchase encumbrances perform the following steps.


■ Select the Use PO Encumbrance check box.

■ Select a purchasing encumbrance type of Obligation from the list of values in the PO Encumbrance Type field.

■ Select an invoice encumbrance type of Invoice from the list of values in the Invoice Encumbrance Type field.

Note: Invoice encumbrance type must be defined in General Ledger in the Encumbrance Types window.



6. Contract encumbrances are required to use Contract Encumbrancing. To use contract encumbrances perform the following steps.


■ Select the Use Contract Encumbrance check box.

■ Select a contract encumbrance type from the list of values in the Contract Encumbrance type field.

Note: Contract encumbrance type must be defined in General Ledger in the Encumbrance Types window.



8. System level VAT registration information is required for Gross Based VAT. To define a system level VAT code perform the following steps.

■ Choose Tax from the drop-down list.

■ Enter data as described in Table 17–2.

The table describes additional fields available when Gross Based VAT is


enabled.

For information on the Financials window, see Financials Options, Oracle Payables User’s Guide.




10. For Multi-Period Posting, a future posting account must be defined. To do this perform the following steps.

■ Select Accounting from the drop-down list.

■ Enter the clearing account for future period posting in the Future Posting field.





Payables Setup 17-9


Figure 17–2 Financials Options Window

Step 7.21 Define Payables OptionsThis step has setup considerations for Construction Industry Scheme and Gross Based VAT.

For Construction Industry Scheme, Withholding Tax must be enabled by checking

Table 17–2 Financials Options Window Description


Tax Region

Member State optional list of values country name

VAT Registration Number optional VAT registration number

Default Tax Name required default VAT code at system level

System % Reclaimable required default VAT percent reclaimable for Gross Based VAT

Gross Cash Basis check box selected indicates Cash postings are fully gross of VAT; unselected indicates the same reclaimable percentage as in Accrual book


the Use Withholding Tax check box. In the Tax Group field, select the appropriate withholding tax group as system level default.


For Gross Based VAT, tax names defaults must be defined.

For information on enabling Withholding Tax, see Withholding Tax Payables Options, Oracle Payables User’s Guide.

For information on setting tax name defaults, see Tax Name Defaults Payables Options, Oracle Payables User’s Guide.

Step 7.31 Define Special CalendarsThis step has setup considerations for Construction Industry Scheme.

For Construction Industry Scheme, Withholding Tax type special calendar must be defined.

For information on defining a special calendar, see Special Calendar, Oracle Payables User’s Guide.

Step 7.32 Define Budgetary Control in General LedgerThis step has setup considerations for Enhanced Funds Checker.

For information on defining budgetary control for the Enhanced Funds Checker, see Chapter 8, Enhanced Funds Checker Setup.

Step 7.35 Set Profile OptionsThis step has setup considerations for Construction Industry Scheme, Secondary Invoice Approval, Exchange Protocol and Single Third Party.

For information on profile options in Oracle Public Sector Financials (International), see Step 1.6 Specify Profile Options in Chapter 2, Oracle System Administrator Setup.

Step 7.36A Define Accounting Rules This step applies to Multi-Period Posting, which provides Receivables functionality in Oracle Public Sector Payables (International).

To define accounting rules to apply to Purchase Invoices, perform the following steps.

Payables Setup 17-11

1. In Payables, navigate to Accounting Rules window as follows:

Multi-Period Posting - Setup Accounting Rules


2. Define accounting rules as described in Accounting Rules, Oracle Receivables User’s Guide.





18Construction Industry Scheme Setup

This chapter describes the Construction Industry Scheme (CIS) setup steps of Oracle Public Sector Payables (International). The following sections are in this chapter:

■ Definition

■ Overview

■ Set up Construction Subcontractor Procedure

■ Maintain Tax & Certificates Window

■ Maintain Tax & Certificates Window Description

Setup 18-1

Definition

DefinitionConstruction Industry Scheme setup uses the Automatic Withholding Tax (AWT) functionality of Payables and includes enhancements to the Maintain Tax and Certificates window.

OverviewThe Set Up Construction Subcontractor Procedure has the following steps:

■ The Suppliers window is used to assign a Construction Industry Scheme withholding tax group to the subcontractor.

■ The Maintain Tax & Certificates window is used to enter the subcontractor’s Certificate or Registration Card details into the system.


Set up Construction Subcontractor Procedure

Set up Construction Subcontractor ProcedureTo switch on Construction Industry Scheme reporting, automatic warnings, and other Construction Industry Scheme features for a subcontractor, perform the following steps.

1. In Payables, navigate to the Suppliers window as follows:

Suppliers - Entry

The Suppliers Summary window appears.

2. In the Supplier Name field, enter a new subcontractor name or query an existing subcontractor and click Open.

The Suppliers window appears.

3. In the drop-down list, select Sites.

4. Click Open.

The Supplier sites window appears.

5. In the drop-down list, select Withholding Tax.

6. Select the Allow Withholding Tax check box to activate Automatic Withholding Tax for this subcontractor.

7. In the Withholding Tax Group field, select the relevant withholding tax group from the list of values.





10. Navigate to the Maintain Tax & Certificates window as follows:

Setup - Tax - Withholding - Certificates

The Maintain Tax & Certificates window appears.

11. Enter details in this window as shown in Table 18–1.


Construction Industry Scheme Setup 18-3



Set up Construction Subcontractor Procedure


For information about the Suppliers window, see Suppliers and Supplier Sites Window Reference, Oracle Payables User’s Guide.

For information about the Maintain Tax & Certificates window, see Maintain Tax and Certificates Window Reference, Oracle Payables User’s Guide.


Maintain Tax & Certificates Window

Maintain Tax & Certificates Window

Figure 18–1 Maintain Tax & Certificates Window

Construction Industry Scheme Setup 18-5

Maintain Tax & Certificates Window Description

Maintain Tax & Certificates Window Description

Table 18–1 Maintain Tax & Certificates Window Description


Supplier Details Region

Supplier Name required list of values subcontractor name

Supplier Number display only subcontractor number

Site required list of values subcontractor site

Certificate Region

Tax Name required Withholding Tax name

Number required Certificate number

Type required list of values subcontractor type; CG - construction gross payment certificate, G - subcontractors gross payment certificate, PC - permanent registration card, TC - temporary registration card

Priority optional user-defined

NI Number optional National Insurance Number

Rate conditionally required

if certificate is type is CG or G, enter 0%, or if certificate type is PC or TC, enter rate set by Inland Revenue

From optional certificate valid from date

To optional certificate valid to date

Comments optional amount of tax deducted


Exchange Proto

■ Assign Workflow Profile Window

■ Assign Workflow Profile Window Description

19Exchange Protocol Setup

This chapter describes the setup steps for Exchange Protocol in Oracle Public Sector Financials (International). The following sections are in this chapter:

■ Definition

■ Overview

■ Prerequisites

■ Exchange Protocol Setup Checklist

■ Define Validation Values Procedure

■ Segment Values Window

■ Define Jobs Procedure

■ Define Positions Procedure

■ Assign Job and Position to Employee Procedure

■ Assign Employee to User Procedure

■ Define Position Hierarchies Procedure

■ Fill Employee Hierarchy Procedure

■ Define Workflow Profile Procedure

■ Workflow Profile Definition Window

■ Workflow Profile Definition Window Description

■ Assigning Workflow Profile Procedure

col Setup 19-1

Definition

■ Maintain Position Hierarchies Procedure

■ Set Up Exchange Protocol Numbering Procedure

■ Setup Exchange Protocol Numbering Window

■ Setup Exchange Protocol Numbering Window Description

DefinitionThe Exchange Protocol feature provides a powerful and secured approval framework for maintaining the separation between Authorizing and Accounts departments to ensure effective control over public finances. The Authorizing department is responsible for controlling and executing the budget; the Accounts department handles payments and financial accounting.

Exchange Protocol manages the circulation of accounting documents such as invoices and credit memos between Authorizers and Accounts Officers by means of user-definable approval hierarchy Workflows. This ensures that accounting documents pass the proper levels of approval before they are paid.

OverviewExchange Protocol Workflow handles document routing and approval based on:

■ the Workflow profile assigned to the document type, to work out the number of flows involved and the hierarchical steps for each flow

■ the employee who is the holder of the relevant job and position combination, to work out which user to route a document to at each step of a flow

The following components must be set up for Exchange Protocol:

■ An Exchange Protocol Approval Workflow, the definition of the approval hierarchy structure that must be assigned to document type before Workflow will apply

■ Exchange Protocol Numbering Schemes, the setup of both dialog and transmission unit numbering schemes for each fiscal year

Related documents must be grouped together in a set as they must be checked in totality before they can be authorized. Exchange Protocol uses the term Dialog Unit


to refer to a group of related documents. Exchange Protocol only handles documents when grouped as dialog units.

Overview

The Exchange Protocol Workflow circulates dialog units using a medium called Transmission Unit. Each transmission unit can consist of one or more dialog units.

Dialog units which have been fully approved in the Exchange Protocol process are said to have obtained Point of Acceptance or POA - the final approval status. Only documents with POA status can be paid.

The following topics are explained in more detail in this section:

■ Exchange Protocol Roles

■ Exchange Protocol Actions

■ Exchange Protocol Supplier Threshold Control

■ Exchange Protocol Numbering

■ Dossier and Exchange Protocol: Approval Workflow Overview

■ Approval Workflow Rules

■ Approval Workflow Notification

■ Exchange Protocol Approval Workflow Scenario

Exchange Protocol RolesIt is a legal requirement in the French Public Sector to have at least two divisions of roles:

■ Authorizers

■ Accounts Officers

The Authorizer level can be further divided into several layers for internal control purposes. Some public sector organizations in France have Financial Controllers, as well as Authorizers and Accounts Officers. Financial Controllers are responsible for controlling spending against the budget and validating budgetary accounting entries.

If Financial Controllers are specified, the associated hierarchy must come before the Accounts Officer hierarchy.

Exchange Protocol Setup 19-3

Overview

The approval hierarchy in most organizations, moving from first to final level, is described in Table 19–1.

Exchange Protocol allows flexible definitions of role hierarchies and accommodates many different scenarios. Table 19–2 gives examples of setup parameters for each of the scenarios described in Table 19–1. Only one flow of hierarchy is defined but multiple flows are also supported.

Table 19–1 Approval Hierarchies

Scenario Approval Hierarchy

A: Without Financial Controllers 1. Authorizers, 2. Accounts Officers

B: In Ministries with Financial Controllers 1. Authorizers, 2. Financial Controllers, 3. Account Officers

Table 19–2 Approval Hierarchy Setup Parameters

Scenario Position Hierarchy Setup Workflow Hierarchy Setup

A Two position hierarchies are required: One flow with two steps:

1. Authorizer Hierarchy Step 1. Authorizers using Authorizer Hierarchy

2. Accounts Officer Hierarchy Step 2. Accounts Officers using Accounts Officer Hierarchy

B Three position hierarchies are required: One flow with three steps:

1. Authorizer Hierarchy Step 1. Authorizers using Authorizer Hierarchy

2. Financial Controller Hierarchy Step 2. Financial controller using Financial Controller Hierarchy

3. Accounts Officer Hierarchy Step 3. Accounts Officers using Accounts Hierarchy


Overview

Exchange Protocol ActionsThe Exchange Protocol Workflow is driven by the actions taken by users regarding dialog units and transmission units, as well as by hierarchy definitions. Table 19–3 shows the full list of Exchange Protocol actions.

The set of actions that can be performed by each Exchange Protocol role is user-definable. For example, actions of POA and Reject can be assigned to Accounts Officer.

Exchange Protocol Supplier Threshold ControlExchange Protocol provides the Supplier Threshold Control functionality to limit the year-to-date accumulated transaction amount for a single supplier to no more than a specified maximum amount. When new transactions are entered against a supplier, the system checks the year-to-date sum of purchase orders and invoices for the supplier against the control amount to disallow any new transactions after the control limit is reached.

Use the Document Limit Value profile option to specify the threshold control amount.

For information on the setting the Document Limit Value profile option, see Step 1.6 Specify Profile Options, Chapter 2, Oracle System Administrator Setup.

Table 19–3 Action Names and Descriptions

Action Name Authorizes Role Holder to

Create Create dialog and transmission units

Approve Approve dialog units

Reject Reject dialog units

POA Point of Acceptance; grant final approve status to dialog unit

Requisition Override a rejection by an Account Officer and undertake POA by taking responsibility for dialog unit (main authorizer only)

On-Hold Dialog unit; awaiting information for a decision


Overview

Exchange Protocol NumberingEach dialog unit as well as each transmission unit must be uniquely numbered. The unique numbering must be sequential and is reset to one at the start of a new financial year.

Note: To prevent the occurrence of duplicate numbers, previous year transactions for dialog units and transmission units must be archived in the new year when numbers are reset.

An Exchange Protocol number consists of a Prefix, a Suffix, a number, and a Fiscal Year. It is not required to have both Prefix and Suffix, but it is required to have at least one of them.

The following numbering system types are required for dialog and transmission units:

■ Actual Numbering - assigned as soon as a dialog unit or transmission unit is created. Actual numbers signify the start of an Exchange Protocol process.

■ Legal Numbering - assigned as soon as a dialog unit or transmission unit is transferred from the final Authorizer to an Accounts Officer. Legal numbers signify the transfer of legal responsibility from Authorizer to Accounts Officer.

For dialog units, a unique numbering scheme must be assigned to each combination of document class, document type, and transaction type.

For transmission units, a unique numbering scheme must be assigned to each combination of document class and document type. However, transmission unit numbering does not include transaction types.The lists of document classes, document types, and transaction types are predefined. Table 19–4 lists the predefined document classes, document types, and transaction types.

Table 19–4 Document Classes, Document Types, Transaction Types

Document Classes Document Types Transaction Types

Actual Collection Certificate Customer Credit Memo

Legal Mandate/Ordonnance Customer Invoice

Reduction Certificate Standard Invoice

Payback Order Supplier Credit Memo


Overview

Table 19–5 describes the purpose of each document type.

Reallocation Certificate (AP) Mixed Type Invoice

Reallocation Certificate (AR) QuickMatch Standard Invoice

PO Default Standard Invoice

Table 19–5 Document Type Descriptions

Document Type Description

Collection Certificate dialog unit containing only Receivables invoices. Also known as Receipt Certificate

Mandate/Ordonnance dialog unit containing only Payables invoices

Reduction Certificate dialog unit containing only Receivables credit memos.

Payback Order dialog unit containing only Payables credit memos

Reallocation Certificate (AP) dialog unit containing only Payables mixed invoices

Reallocation Certificate (AR) dialog unit containing only Receivables invoices or Receivables credit memos

Table 19–4 Document Classes, Document Types, Transaction Types

Document Classes Document Types Transaction Types


Overview

Dossier and Exchange Protocol: Approval Workflow OverviewThe Exchange Protocol document is a type of dossier. Both the Dossier and Exchange Protocol features provide electronic approval based upon a hierarchical approval path referred to as approval Workflow. An approval Workflow follows the approval path defined by the associated hierarchies and is capable of updating document status and providing on-line notifications to prompt for user actions.

A hierarchical approval path consists of one or more steps. In Exchange Protocol, two or more steps are required. Each step contains one approval hierarchy which can represent a separate business unit or role type to ensure clear separation of duties. Each level or position within a hierarchy can contain one or more users. Generally, a document travels along the approval path starting at a given level in the first hierarchy working its way up to the top and then starts at the bottom of the next hierarchy working its way up to the top until all hierarchies are traversed at which time the Workflow completes. At each level in a hierarchy the approval Workflow ensures that the document is approved before moving onto the next level.

A document is only successfully approved if it is approved at each level in each hierarchy in the approval path. One nominated user at a given level must approve the document.

The scope of actions available in a Workflow depends upon the hierarchy as illustrated in Table 19–6.

Table 19–6 shows a two step approval Workflow for Exchange Protocol.

Table 19–6 Example of Exchange Protocol Approval Workflow

Step No. Role Type Position Hierarchy Position Actions

1 Authorizer Authorizer Hierarchy Main Authorizer (Top) Approve, Reject, On-Hold

Authorizer Level 2 Approve, Reject, On-Hold

Authorizer Level 3 (Creator of transmission unit)

Create

2 Accounts Officer

Accounts Officer Hierarchy

Chief Accounts Office Approve, Reject, PEC, On-Hold

3 Authorizer Authorizer Hierarchy Main Authorizer, taking Requisition, Reject,


responsibility for rejection of dialog unit by Accounts Office

On-Hold

Overview

Approval Workflow RulesDossier and Exchange Protocol Workflow is validated by special rules formulated to meet French Public Sector requirements.

An Exchange Protocol approval Workflow must have a minimum of two approval hierarchies. The first step contains the Authorizer hierarchy. The final step contains the Accounts Office hierarchy.

A Dossier approval Workflow can consist of one or more hierarchies.

The Workflow Profile Definition Window is used to define the hierarchy approval paths and group them as Workflow profile.

The user who creates a document and submits it for approval must be a user in the first hierarchy path defined, which occupies step 1, in the Workflow. The Workflow locates the user in the first hierarchy of a particular path and starts the approval process from that point. The same user can belong to more than one hierarchical approval path. However, users must belong to only one position in a hierarchical approval path, otherwise notifications may not be delivered to the correct position.

Exchange Protocol identifies which Workflow to use based upon the Workflow profile assigned to the particular type of document in the Assign Workflow Profile Window.

Note: Only one Exchange Protocol Workflow is supported.

Dossier identifies which Workflow to use based upon the Workflow assigned to the relevant dossier type in the Setup Dossier Types window.

Note: Only one Dossier Workflow is supported.

Approval Workflow NotificationApproval Workflow provides on-line notifications to both the document creators and approvers to prompt them for further actions.

After the creator submits a transaction unit to the Exchange Protocol workflow, the creator receives a list of approvers in a notification if there is more than one person in the next position. The creator must select an approver from the list and close the notification.

Next, the approver receives a notification to validate dialog units in the


transmission unit. After validating and closing the notification, the approver also receives a list of approvers in a notification if there is more than one person at the next level. The approver selects the next approver from the list and closes the notification.

Overview

Approvals continue in this manner for each level in the hierarchy until the Accounts Office hierarchy is reached. Anyone in the Accounts Office can respond to the notification.

Exchange Protocol Approval Workflow ScenarioThe following scenario is based upon the Workflow definitions shown in Table 19–6 for Exchange Protocol to illustrate how Workflow notification works.

An authorizer at level 3 creates a transaction unit and submits it to the Exchange Protocol Workflow. The system returns a notification containing a list of authorizers at level 2, the next level. The level 3 authorizer chooses a level 2 authorizer and closes the notification.

The level 2 authorizer receives a notification to approve the transmission unit. The level 2 authorizer approves the transaction unit, and closes the notification. Then the level 2 authorizer receives a notification containing a list of authorizers at level 1, the top or main level. The level 2 authorizer chooses a level 1 authorizer and closes the notification.

At level 1, the main authorizer receives the notification and approves all but one dialog unit in the transaction unit. Workflow releases the rejected dialog unit back into the system where it can be reused, and sends the transaction unit to the Accounts Office.

An Accounts Officer looks at the transaction unit, accepts some dialog units but rejects others, and closes the notification.

The main authorizer again receives a notification to approve the transaction unit. This time the notification asks if the level 1 authorizer will take responsibility for those dialog units rejected by the Accounts Officer. The main authorizer requisitions, that is, takes responsibility for, some but not all of the rejected dialog units and closes the notification. This time, Workflow cancels the dialog units rejected by the main authorizer.

If a dialog unit is successfully validated and contains Payables documents then Exchange Protocol holds are released and the documents are approved. If the dialog unit contains Receivables documents then the documents are completed. If an authorizer rejects a dialog unit before sending the transmission unit to the Accounts Officer, the documents are made available for re-use in another dialog unit and transmission unit combination. However, if the main authorizer rejects any dialog


units from the Accounts Officer and the dialog unit contains Payables documents, these are cancelled. If Receivables documents are rejected then these are left incomplete.

Prerequisites

Prerequisites❏ The Exchange Protocol feature must be enabled in the Enable OPSF(I) Features

window.


❏ The Oracle Applications environment must be Oracle Workflow enabled.

For information on Oracle Workflow, see Oracle Workflow Guide.

❏ The Use Approval Hierarchies option must be selected at the Human Resources region of the Financials Options window.

For information on defining Financials Options, seeDefining Financials Options, Oracle Payables User’s Guide.

❏ To exercise Supplier Threshold Control, specify the control amount using the profile option Document Limit Value.

For information on defining profile options, see Step 1.6 Specify Profile Options, Chapter 2, Oracle System Administrator Setup.


Exchange Protocol Setup Checklist

Exchange Protocol Setup ChecklistTable 19–7 shows the Exchange Protocol setup checklist.

All setup steps designated as required in this checklist must be completed.

All setup steps designated as conditionally required are only required should there be special conditions. Special conditions are documented in the relevant setup procedure.

Note: Step 1. Define Workflow Profiles is a required step for both the Exchange Protocol and Dossier features. Figure 19–1 through Figure 19–4 provide an overview of defining Workflow Profiles.

Table 19–7 Exchange Protocol Setup Checklist

Step Number Setup Step Type

Step 1. Define Workflow Profiles required

A. Define Workflow Profile Validation Values required

B. Define Jobs required

C. Define Positions required

D. Assign Job and Position to Employee required

E. Assign Employee to User required

F. Define Position Hierarchies required

G. Fill Employee Hierarchy conditionally required

H. Define Workflow Profile Definitions required

I. Assign Workflow Profile to Document Type required

J. Maintain Position Hierarchies conditionally required

Step 2. Define Exchange Protocol Numbering Schemes required

Step 3. Assign Exchange Protocol Profile Values optional



Exchange Protocol and Dossier: Workflow Profile Setup Overview

Figure 19–1 Exchange Proocol and Dossier: Workflow Profile Setup Overview



Figure 19–2 Exchange Protocol and Dossier: Workflow Profile Setup Overview


Define Validation Values Procedure

Define Validation Values ProcedureUse the Segment Values window to define valid role types for the Exchange Protocol process. This list validates the Exchange Protocol jobs defined in the Define Jobs procedure.

To define the Exchange Protocol role type validation list, perform the following steps.

1. In Purchasing, navigate to the Segment Values window as follows:

Setup - Flexfields - Validation - Values

The Find Value Set window appears.

2. In the Name field, select JE_UK_EXP_JOBS.

3. Click Find. The Segment Values window appears.

4. In the Value column, enter an Exchange Protocol role type. Figure 19–5 shows the Segment Values window with three role types defined: ACCT - Accounts Officer, AUTH - Authorizer, and FINC - Financial Controller.

5. In the Description column, enter a description for the role type. The Description should be no more than four characters in length. This column is validated. Only one of the descriptions listed in Table 19–8 is allowed for each role type.

To use Exchange Protocol Workflow, at least two role types must be defined: one with the description A; the other with the description U.

For information on defining segment values, see Segment Values Window, Oracle Applications Flexfield Guide.



Table 19–8 Exchange Protocol Role Types

Description Role Type

A Accounts Officer

U Authorizer

F Financial Controller




Segment Values Window

Segment Values Window

Figure 19–5 Segment Values Window


Define Jobs Procedure

Define Jobs ProcedureUse the Job window to define Exchange Protocol roles and to specify actions authorized for the role. Only those roles that exist on the validation list defined in the Define Validation Values step can have Exchange Protocol actions assigned.

If Oracle Human Resources is installed, the Job window can be used to define the following job attributes:

■ skill requirements necessary to perform jobs

■ grades to which the jobholder can be assigned

■ job evaluation scores

■ work choices

For information on defining job attributes, see Defining Jobs, Oracle Human Resources User’s Guide.

To define Exchange Protocol jobs and assign authorized actions, perform the following steps.

1. In Purchasing, navigate to the Job window as follows:

Setup - Personnel - Jobs

2. In the Dates From field, enter a begin date early enough to handle historical information.

3. In the Dates To field, optionally enter an end date for the role.

4. In the Name field, enter a unique name for an Exchange Protocol role.

Note: The Name field is based on the Job Flexfield structure.

For information on defining Job Flexfields, see Job Flexfield, Oracle Applications Flexfields Guide.

This flexfield can have one or more segments and each segment can be set to required or optional. Regardless of the Job Flexfield structure definitions, the Exchange Protocol job name defined in this window must have first segment value identical to the associated role type on the JE_UK_EXP_JOBS validation list. For example, if a value of AUTH is defined on the JE_UK_EXP_JOBS validation list for Authorizer role, the Exchange Protocol job name for the Authorizer must have AUTH as the first segment of the job name. Therefore the


JE_UK_EXP_JOBS validation list is used in the Job window to determine which job is Exchange Protocol related.

Define Jobs Procedure

5. To assign Exchange Protocol actions authorized for the job, navigate to the Jobs - Actions window as follows:

Action - Zoom

Note: The Zoom only operates for Jobs whose first segment value has been defined against the value set JE_UK_EXP_JOBS.

Figure 19–6 Jobs - Actions Window

6. Select one or more check boxes to perform the actions required.

For more information on each Action Name, see Exchange Protocol Actions in this chapter.






Define Positions Procedure

Define Positions ProcedureUse the Positions window to define positions available for each Exchange Protocol role defined in the Define Jobs step.

To define Exchange Protocol positions, perform the following steps.

1. In Purchasing, navigate to the Position window as follows:

Setup - Personnel - Positions

2. Define an Exchange Protocol position.

For information on defining positions, see Defining Positions, Oracle Human Resources User’s Guide.

3. In the Job field, assign the relevant Exchange Protocol role to the position.






Assign Job and Position to Employee Procedure

Assign Job and Position to Employee ProcedureUse the Enter Persons window to assign the appropriate job and position to each employee in the Exchange Protocol process.

To assign an Exchange Protocol job and position to an employee, perform the following steps.

1. If Oracle Human Resources is installed, use the setup window for defining employees in Oracle Human Resource Management Systems.

If Oracle Human Resources is not installed, navigate to the Enter Person window in Purchasing:

Setup - Personnel - Employees

2. If the Exchange Protocol employee is already set up, go to Step 3. Otherwise, enter the employee in this window.

For information on entering employees in Oracle Human Resources or Purchasing, see Enter Persons, Oracle Human Resource Management Systems User’s Guide.

3. Query the Exchange Protocol employee.

4. Assign the appropriate Exchange Protocol job and position to the employee.

For information on assigning employees, see Assigning Employees, Oracle Purchasing User’s Guide.






Assign Employee to User Procedure

Assign Employee to User ProcedureUse the Users window to assign an unique employee to each user in the Exchange Protocol process.

To assign an Exchange Protocol employee to a user, perform the following steps.

1. In System Administrator, navigate to the Users window as follows:

Security - User - Define

2. If the Exchange Protocol user is already set up, go to Step 3. Otherwise, define the user in this window.

For information on defining users, see Users Window, Oracle Applications System Administrator’s Guide.

3. Query the Exchange Protocol user.

4. In the Person field, assign the appropriate Exchange Protocol employee to the user.

Note: The same employee must be assigned to only one user.






Define Position Hierarchies Procedure

Define Position Hierarchies ProcedureUse the Position Hierarchy window to define the hierarchy of positions for the same Exchange Protocol role.

To define Exchange Protocol position hierarchies, perform the following steps.

1. In Purchasing, navigate to the Position Hierarchy window as follows:

Setup - Personnel - Position Hierarchy

2. Define an Exchange Protocol position hierarchy.

For information on defining positions, see Creating Position Hierarchy, Oracle Human Resources User’s Guide.

Note: For Exchange Protocol Workflow to operate, an Exchange Protocol position hierarchy must consist of positions that have been assigned to the same role type. For example, an Authorizer Department hierarchy must consist of positions that have been assigned to the Authorizer type role in the Position window. A hierarchy cannot therefore consist of a mixture of roles.






Fill Employee Hierarchy Procedure

Fill Employee Hierarchy ProcedureUse the Fill Employee Hierarchy concurrent program to create a direct mapping between the defined position hierarchies and the employees holding positions in each hierarchy.

For the Exchange Protocol process to pick up the latest hierarchy definitions, the Fill Employee Hierarchy process must be run before any of the following changes take effect:

■ addition or deletion of an employee

■ change of employee name or position

■ addition, deletion, or modification of a position

■ addition, deletion, or modification of a position hierarchy

For information on the Fill Employee Hierarchy procedure, see Fill Employee Hierarchy Process, Oracle Purchasing User’s Guide.

To run the Fill Employee Hierarchy process, perform the following steps.

1. In Purchasing, navigate to the Submit Requests window as follows:

Reports - Run

2. Choose the Single Request option.

3. In the Request Name field, select Fill Employee Hierarchy.

4. Click Submit Request to begin the process.






Define Workflow Profile Procedure

Define Workflow Profile ProcedureUse the Workflow Profile Definitions window to define flows of Exchange Protocol approval hierarchies. Each flow consists of a hierarchy of position hierarchies.

WARNING: Define only one Workflow Profile for Exchange Protocol and only one Workflow Profile for Dossier. Although multiple profiles can be defined for each feature, the system disregards all Workflow Profiles except for the first one defined.

WARNING: The check boxes in the Actions region are display-only and describe how the system works. Selecting or deselecting the check boxes has no effect.

To define the Workflow Profile, perform the following steps.

1. In Payables, navigate to the Workflow Profile Definition window as follows:

Exchange Protocol - Workflow Profile Definition

2. Enter a unique Workflow profile name.

In the Role Type field, select an Exchange Protocol role type.

3. In the Position Structure Name field, select the appropriate hierarchy for the role type selected. The position names related to the hierarchy are automatically displayed when a Position Structure Name is selected.

Note: To delete data in the Role Type or Position Structure Name fields, first delete data in the Position Name fields.

4. Save the changes as follows:

Action - Save

5. Enter additional role types as required. Ensure that Accounts Officer is last in the list.

6. Select the Workflow Enabled check box and save the changes as follows:

Action - Save

WARNING: Do not select the Workflow Enabled check box until all data is entered. When the check box is selected, the Workflow Profile is frozen.

7. To make changes to an existing Workflow, deselect the Workflow Enabled check box.

8. Click Next to define an additional flow. The current flow number displayed in


the Current Flow Number field is incremented by one. After data is saved, the number of flows defined is displayed in the Number of Flows Defined field.


9. To query a Workflow profile, click Previous or Next to retrieve previous or next definitions respectively.

Note: Each step can have only one hierarchy and the hierarchy must consist of positions of the same role type. Users can create one or more flows for the same Workflow profile. Role types definition for Flow Number 1 becomes the default definition of all subsequent flows. When setting up Flow Number 2 onwards, the Step No field and the Role Type field cannot be updated. Such updates must be made in Flow No. 1 and all subsequent flows are automatically updated accordingly.





Workflow Profile Definition Window

Figure 19–7 Workflow Profile Definition Window


Workflow Profile Definition Window Description

Workflow Profile Definition Window Description

Table 19–9 Workflow Profile Definition Window Description


Workflow Profile Name required unique name for Workflow profile

Workflow Enabled optional check box selected indicates Workflow enabled; do not check until all information is entered

Dossier Workflow Profile conditionally required

check box selected indicates that the Workflow is used by Dossier

Current Flow Number display only number defining current Workflow; automatically generated

Number of Flows Defined display only number of Workflows defined in this Workflow Profile

Step No display only step number; sequential steps in current Workflow

Role Type required list of values Exchange Protocol roles, defined in the Job window

Position Structure Name required list of values hierarchies defined in the Position Hierarchy window; list restricted by role types chosen in Role Type field

Position Name display only defaults from positions defined for the Position Hierarchy selected in Position Structure Name field

Actions display only check box The actions region shows the user which actions are carried out by a given role. These actions are designed into the Exchange Protocol and cannot be changed.

The actions region is for information purposes only.


Assigning Workflow Profile Procedure

Assigning Workflow Profile ProcedureUse the Workflow Profile Definitions window to assign a Workflow profile to a document type.

To assign a Workflow Profile, perform the following steps.

1. In Payables, navigate to the Assign Workflow Profile window as follows:


The Workflow Profile Definition window appears.

2. From the Special menu, select Assign Workflow Profile.

The Assign Workflow Profile window appears.

3. Select a document type in the Document Type field and associate it with a Workflow Profile.

Note: Only Workflow Profiles that are enabled in the Workflow Profile Definition window can be selected in the Workflow Profile field.

A Workflow profile must be assigned to a document type before the Workflow takes effect. A Workflow profile can only be assigned to one document type, but a document type can have one or more associated Workflow profiles. Therefore the entity relationship between document type and Workflow profile is one-to-many.

4. Click OK.






Assign Workflow Profile Window Description

Assign Workflow Profile Window

Figure 19–8 Assign Workflow Profile Window

Assign Workflow Profile Window Description

Table 19–10 Assign Workflow Profile Window Description


Document Type required list of values type of Payables or Receivables document required to be handled by specific Workflow Profile; see Table 19–5 for descriptions

Workflow Profile required list of values list of all enabled Workflow Profiles


Maintain Position Hierarchies Procedure

Maintain Position Hierarchies ProcedureOnce a position hierarchy has been assigned to a Workflow Profile, changes made to that position hierarchy are not recognized until the Maintain Position Hierarchies option is selected from the Special menu.

Use the Workflow Profile Definition window to execute the Maintain Position Hierarchies program:

1. In Payables, navigate to the Assign Workflow Profile window as follows:


2. Query on the Workflow Profile Name to update.

3. Run Maintain Position Hierarchies as follows:

Special - Maintain Position Hierarchies

Note: If the selected hierarchies in use, for example, if Workflows that use this are still running, the hierarchy cannot be updated.

This can be overridden by setting the profile Allow Hierarchy Update to Yes.


Set Up Exchange Protocol Numbering Procedure

Set Up Exchange Protocol Numbering ProcedureThe Setup Exchange Protocol Numbering window allows users to set up and format their own Exchange Protocol number in sequence. These numbers are used to track dialog and transmission units as they pass through the approval process.

To define Exchange Protocol numbering, perform the following steps.

1. In Payables, navigate to the Setup Exchange Protocol Numbering window as follows:

Exchange Protocol - Define EXP Numbering

2. Enter data in each field of the Setup Exchange Protocol Numbering window as described in Table 19–11.

Note: Only one combination of Numbering Type, Document Class, Document Type, and Transaction Type can be entered.

Once transactions are entered against a record, the record cannot be deleted.






Setup Exchange Protocol Numbering Window

Setup Exchange Protocol Numbering Window

Figure 19–9 Setup Exchange Protocol Numbering Window


Setup Exchange Protocol Numbering Window Description


The combinations of document class and transaction type are validated by the system. Table 19–12 lists valid combinations:

Table 19–11 Setup Exchange Protocol Numbering Window Description


Numbering Type

required list of values dialog or transmission unit

Document Class

required list of values Actual (Act) or Legal; denotes whether documents are before or after the Point of Acceptance respectively

Document Type required list of values one of the Exchange Protocol categories defined in Table 19–5

Transaction Type


list of values only required for dialog units; one of the transaction types listed in Table 19–4

Prefix conditionally required

user-defined prefix; required if Suffix is not defined

Suffix conditionally required

user-defined suffix; required if Prefix is not defined

Fiscal Year required list of values Fiscal Year; defaults to current fiscal year when record is saved, unless user enters year. Fiscal years are defined in Accounting Calendar window

Table 19–12 Document Types and Related Transaction Types

Document Type Transaction Type

Collection Certificate Customer Invoice

Mandate Ordonnance Standard Invoice; or PO Default Standard Invoice; or QuickMatch Standard Invoice

Payback Order Supplier Credit Memo

Reallocation Certificate (AP) Mixed Type Invoice

Reallocation Certificate (AR) Customer Invoice; or Customer Credit Memo

Reduction Certificate Customer Credit Memo



20Secondary Invoice Approval Set Up

This chapter describes how to set up secondary invoice approval in Oracle Public Sector Payables (International). The following sections are in this chapter:

■ Definition

■ Overview

■ Prerequisites

■ Maintain Secondary Approval Relationships Procedure

■ Maintain Secondary Approval Relationships Window

■ Maintain Secondary Approval Relationships Window Description

■ Define Flexfield Ranges Window

■ Define Flexfield Ranges Window Description

Set Up 20-1

Definition

DefinitionSecondary invoice approval for Payables allows users to enforce additional levels of approval within departments before an invoice or purchase order is released for payment.

OverviewThe Maintain Secondary Approval Relationships window enables the user to perform the following tasks:

■ create departmental groups

■ assign departmental approvers and invoice clerks to departmental groups

■ assign flexfield ranges to departmental approvers

■ deactivate departmental approvers and invoice clerks

Prerequisites❏ Departmental approvers and invoice clerks must be valid application users.

❏ The profile option Secondary Invoice Approval: Payment Approvals Required must be set to Yes to use secondary approval payment holds.

For information on setting profile options, see Step 1.6 Specify Profile Options, Chapter 2, Oracle System Administrator Setup.

❏ The profile option Secondary Invoice Approval: Central Finance Group User must be set to Yes for users in the central finance group.

❏ For cancellation of invoices to function correctly while using secondary invoice approval, the Postable flag must be set to Yes in the Invoice Approvals window.

For information on the Invoice Approvals window, see Invoice Approvals, Oracle Payables User’s Guide.


Maintain Secondary Approval Relationships Procedure

Maintain Secondary Approval Relationships ProcedurePerform the following steps to create a departmental group, define departmental approvers and invoice clerks, and optionally assign flexfield ranges to approvers.

Note: If no flexfield ranges are assigned, approvers have the ability to approve transactions for all accounts. No restrictions apply.

For a description of the fields described in this section, see Table 20–1 and Table 20–2.

1. In Payables navigate to the Maintain Secondary Approval Relationships window as follows:

Secondary Approval - Setup SIA Relationships

2. In the Group Name field, enter the departmental group name.

3. In the Departmental Approvers User Name field, select the names of the departmental approvers permitted to authorize invoices from the list of values.

The employee name is displayed in the employee name field.

4. In the Departmental Approvers Start Date field, enter the date when authorization is active.

Note: The default is today's date.

5. If an expiration date is needed, in the Departmental Approvers End Date field, enter the date when the authorization expires.

6. To assign flexfield ranges to an approver, click Define Flexfield Ranges.

The Define Flexfield Ranges window appears.

7. In the Departmental Approver Name field, enter another approver's name if different from the default.

8. In the From Flexfield field, enter the starting flexfield in the range.

9. In the To Flexfield field, enter the ending flexfield in the range.



11. In the Invoice Clerks User Name field, select the names of the invoice clerks

Secondary Invoice Approval Set Up 20-3

permitted to enter invoices from the list of values.

The employee name is displayed in the employee name field.

Maintain Secondary Approval Relationships Procedure

12. In the Invoice Clerks Start Date field, enter the date when the authorization is active.

Note: The default is today’s date.

13. In the Invoice Clerks End Date field, optionally enter the authorization’s expiration date.






Maintain Secondary Approval Relationships Window

Maintain Secondary Approval Relationships Window

Figure 20–1 Maintain Secondary Approval Relationships Window


Maintain Secondary Approval Relationships Window Description

Maintain Secondary Approval Relationships Window Description

Table 20–1 Maintain Secondary Approval Relationships Window Description


Departmental Group Region

Group Name required departmental group name; must be unique

Departmental Approvers Region

User Name required user name; must be unique within group; cannot be deleted

Note: Each department can have multiple departmental approvers assigned to it. A single departmental approver can be assigned to multiple departments.

Employee Name display only

employee name

Start Date required date when authorization is active, cannot be earlier than today; default is today’s date,

End Date optional date when authorization expires; if used must be same or later than start date; blank if end date unrestricted; can be updated to deactivate user

Invoice Clerks Region

User Name required user name; must be unique within group; cannot be deleted

Note: Each department can have multiple invoice clerks assigned to it. A single invoice clerk can be assigned to multiple departments.

Employee Name display only

employee name

Start Date required date when authorization is active, cannot be earlier than today; default is today’s date,

End Date optional date when authorization expires; must be same or later than start date; leave blank if end date is


unrestricted; can be updated to deactivate user

Define Flexfield Ranges Window

Define Flexfield Ranges Window

Figure 20–2 Define Flexfield Ranges Window


Define Flexfield Ranges Window Description

Define Flexfield Ranges Window Description

Table 20–2 Define Flexfield Ranges Window Description


Department Approver required approver name; defaults to name on Maintain Secondary Approval Relationships window

From Flexfield required start range of accounting flexfields

To Flexfield optional end range of accounting flexfields


Receivables

21Receivables Setup

This chapter describes the setup steps that are required for Oracle Public Sector Receivables (International). The following sections are in this chapter:

■ Overview

■ Prerequisites

■ Receivables Setup Checklist

■ Receivables Setup Steps

Setup 21-1

Overview

OverviewThis chapter provides a checklist of setup for Oracle Public Sector Receivables (International) and describes the public sector setup steps.

All required Oracle Applications steps must be completed to use Receivables.

Receivables setup is Step 8 in implementing Oracle Public Sector Financials (International). This step is required if Receivables is used.

See Chapter 1, Overview of Setup for the full checklist of implementation steps.

Use the Oracle Receivables User’s Guide along with this guide to complete or modify Receivables setup.

If Exchange Protocol is implemented, see Chapter 19, Exchange Protocol Setup for setup information.

If Single Third Party is implemented, see Chapter 22, Single Third Party Setup for setup information.








Receivables Setup Steps

Receivables Setup ChecklistSee Table 1–8 in Chapter 1, Overview of Setup for the Receivables Setup checklist of implementation steps.

All required steps must be completed. Steps that need specific settings or additional information to implement Receivables are shown in bold italic.

Receivables Setup StepsAll Oracle Receivables setup steps described as Required in Table 1–8 must be completed to use Receivables. For each public sector feature enabled, all additional required setup steps for Receivables must be performed.

Use the Oracle Receivables User’s Guide along with this guide to complete all required setup steps that are not described in this section.

Step 8.2 Enable Oracle Public Sector Receivables (International) FeaturesThis step has setup considerations for Combined Basis Accounting, Exchange Protocol, Installment Terms, Single Third Party, Standing Charges, and Dunning Letter Charges.

1. Navigate to the Enable OPSF(I) Features window as follows:


Enable features as described in Step 2.1 Enable Oracle Public Sector Financials (International) Features in Chapter 3, OPSF(I)-Specific Application Object Library Setup.

Step 8.10 Define Transaction Flexfield StructureThis step is required for Standing Charges and Single Third Party.

The Context Field Values defined in this step are used in profile options.

For information about setting up profile options for Oracle Public Sector Financials (International), see Step 1.6 Specify Profile Options, Chapter 2, Oracle System Administrator Setup.

For information on how to define flexfields, see the Oracle Applications Flexfields

Receivables Setup 21-3

Guide.


Standing ChargesFor Standing Charges, the AutoInvoice transaction flexfields must be defined for the header and lines to correspond with Standing Charges and standing charge lines.

1. In Receivables, navigate to the Descriptive Flexfields Segments window as follows:

Set Up - Financials - FlexFields - Descriptive - Segments

2. For the Line Transaction Flexfield and Invoice Transaction Flexfield, add and enable a new Context Field Value called, for example, PERIODICS.

Note: The Context Field Value assigned here is used in the profile option Standing Charges: Interface Context.

3. Add the following segments to the Invoice Transaction Flexfield, and select the Enabled check box for each segment.

Note. No value sets are required.

4. Add the following segments to the Line Transaction Flexfield, and select the Enabled check box for each segment:


Single Third PartyFor Single Third Party, the AutoInvoice transaction flexfields must be defined for the lines to correspond with netting transaction lines.

Number Name Column

1 Standing Charge ID INTERFACE_HEADER_ATTRIBUTE1

2 Generate Sequence INTERFACE_HEADER_ATTRIBUTE2

Number Name Column

1 Standing Charge ID INTERFACE_LINE_ATTRIBUTE1

2 Generate Sequence INTERFACE_LINE_ATTRIBUTE2

3 Line ID INTERFACE_LINE_ATTRIBUTE3

4 Price Break Number INTERFACE_LINE_ATTRIBUTE4


1. In Receivables, navigate to the Descriptive Flexfields Segments window as follows:


Set Up - Financials - FlexFields - Descriptive - Segments

2. Add and enable a new Context Field Value called, for example, STP NETTING, for the Line Transaction Flexfield.

Note: The Context Field Value assigned here is used in the profile option Single Third Party: Interface Context.

3. Add the following segments to the Line Transaction Flexfield, and select the Enabled check box for each segment:


Step 8.14 Define AutoInvoice Grouping RulesAutoInvoice grouping rules are required for Standing Charges. Define the transaction grouping rules for Oracle Receivables AutoInvoice to determine how lines are grouped to form a single invoice.

1. In Receivables, navigate to the Grouping Rules window as follows:

Set Up - Transactions - AutoInvoice - Grouping Rules

2. Create a rule called PERIODICS.

3. For the Transaction Class of Invoice, create the following Group By Rules in the Optional Grouping Characteristics region:

■ INTERFACE_LINE_ATTRIBUTE1

■ INTERFACE_LINE_ATTRIBUTE2

Number Name Column

1 Customer Ref INTERFACE_LINE_ATTRIBUTE1

2 Customer Site INTERFACE_LINE_ATTRIBUTE2

3 Batch Name INTERFACE_LINE_ATTRIBUTE3

4 Package Id INTERFACE_LINE_ATTRIBUTE4

5 Trx Number INTERFACE_LINE_ATTRIBUTE5

6 Trx Type INTERFACE_LINE_ATTRIBUTE6

7 Orig Trx Ref INTERFACE_LINE_ATTRIBUTE7


For information on defining AutoInvoice grouping rules, see Setting Up Receivables, Oracle Receivables User’s Guide.


Step 8.15 Define System OptionsThe System Options window is enhanced in Oracle Public Sector Receivables (International) to enable Combined Basis Accounting.

Figure 21–1 System Options Window

1. In Receivables, navigate to the System Options window as follows:

Set Up - System - System Options

2. Enter Combined Basis Accounting in the Accounting Method Field.

3. Enter the name of the accrual set of books in the Primary Set of Books field.


4. Enter the name of the cash set of books in the Secondary (Cash) Set of Books field.


To define additional Receivables system options, see Defining Receivables System Options, Oracle Receivables User’s Guide.

Note: After they are defined, the Receivables system options for Combined Basis Accounting cannot be modified.

Step 8.20 Set Up Cash Basis AccountingThis step is required for Combined Basis Accounting but is included as part of Step 8.15 Define System Options.

Step 8.21 Define Transaction TypesThis step is required for Standing Charges. At least one transaction type of Invoice Class must be defined. Ensure that payment terms are assigned to transaction types defined for Standing Charges.

In Receivables, define transaction types as follows.

1. In Receivables, navigate to the Transaction Types window as follows:

Setup - Transactions - Transaction Types

2. Define one or more transaction types as described in Transaction Types, Oracle Receivables User’s Guide.

Step 8.22 Define Transaction SourcesInvoice sources of the type Imported are required for Standing Charges and Single Third Party. To use Standing Charges, at least one Imported Invoice Source must be defined.

For information on setting up Transaction Sources, see Setting Up Receivables, Oracle Receivables User’s Guide.

Single Third PartyIn Receivables, define invoice batch sources as follows.

1. In Receivables, navigate to the Transaction Sources window as follows:

Setup - Transactions - Sources


2. Select Batch Source in the drop-down list.

3. In the Name field, enter a batch source name, for example, STP NETTING.


Note: The name defined here is used in the profile option Single Third Party: Receivables Batch Source.

Enter values in other fields as follows:

4. Select AutoInvoice Options from the drop-down list. Enter values as follows:

5. Select Customer Information from the drop-down list. Enter values as follows:

Field Value

Type Imported

Effective Date a valid date

Active check box enabled

Field Value

Invalid Tax Rate Reject

Invalid Line Reject Invoice

GL Date in a Closed Period Reject

Grouping Rule DEFAULT

Field Value

Sold To Customer Value

Bill To Customer Id

Bill To Address Id

Bill To Contact None

Ship To Customer None

Ship To Address None

Ship To Contact None

Payment Method Rule Id

Customer Bank Account Id



6. Select Accounting Information from the drop-down list. Enter values as follows:

Standing ChargesIn Receivables, define invoice batch sources as follows.

1. In Receivables, navigate to the Transaction Sources window as follows:

Setup - Transactions - Sources

2. Select Batch Source in the drop-down list.

3. Enter the Batch Source Name and choose the type Imported.

4. Enter a standard transaction type. Standing Charges requires a unique transaction type to be assigned to each Standing Charges batch source.

5. Set up the fields in the various Validation regions as follows:

Field Value

Invoicing Rule None

Accounting Rule None

Accounting Flexfield Id

Derive Date enabled

Payment Terms Id

Revenue Account Allocation Amount

Field Setting Field Setting

Transaction Type Id Invoicing Rule Id, None

Sold to Customer Id Accounting Rule Id, None

Bill to Customer Id Accounting flexfield Id

Bill to Address Id Payment terms Id

Bill to Contact Id Unit of Measure Id

Ship to Customer Id, None Invalid Line Reject Invoice

Ship to Address Id, None Salesperson Id


Ship to Contact Id, None Sales Credit Type Id

Payment Method Rule

Id Sales Credit Percent


Note: Fields not specified here are set up as described in Setting Up Receivables, Oracle Receivables User’s Guide.

Step 8.27 Define Receivables ActivityThis step is required for Dunning Letter Charges. The Receivables Activities window is enhanced in Receivables with a dunning charge activity type that identifies a general ledger account for posting dunning charges.

Figure 21–2 Receivables Activities Window

1. In Receivables, navigate to the Receivables Activities window as follows:

Customer Bank Account

Id

Field Setting Field Setting


Set Up - Receipts - Receivables Activities

2. In the Name field, enter a unique name for the dunning receivables activity.


Note: After it is defined, a dunning receivables activity name cannot be changed or deleted. To disable an unwanted receivables activity, deselect the Active check box.

For information on setting up profile options for Oracle Public Sector Financials (International), see Step 1.6 Specify Profile Options, Chapter 2, Oracle System Administrator Setup.

3. In the Description field, enter a description of the dunning receivables activity.

4. In the Type area, select the Dunning Charge radio button.

5. In the GL Account field, select the general ledger account to which transactions of type Dunning Charge are posted.

Dunning charge receivables activities are specific to a set of books. Any activity defined in this screen is only available to the current set of books to which it is assigned.

For more information about defining Receivables Activities, see Receivables Activities, Oracle Receivables User’s Guide.

Step 8.34 Define Dunning Letter SetsThe Dunning Letter Sets window is enhanced in Oracle Public Sector Receivables (International) to allow customers with overdue invoices to be charged in the following ways:

■ Dunning Letter Charge, a fee for sending each dunning letter

■ Charge per Invoice, a fee for each invoice processed when a set of dunning letters is generated

Applying a Dunning Letter Charge results in charging the customer a specific amount for each letter in the set. Each letter is individually associated with a fixed amount, so as the customer’s account becomes more overdue and the severity of the letters increases, the fee can also increase. A Dunning Letter Charge might be used, for example, as a minimum charge to recover dunning printing and processing costs when only a few invoices are overdue.

Charge Per Invoice provides additional flexibility in dunning charges. For example, charging a customer with many overdue invoices for each invoice per letter in the letter set ensures that costs are recovered in line with total debt. If five invoices are


selected in a dunning run and the Charge Per Invoice value is 20, the dunning charge in that letter is 5x20 = 100. Each overdue invoice on that letter is dunned 20. As letters increase in severity, the Charge Per Invoice can also increase.


If both Charge Per Invoice and Dunning Letter Charge are enabled and values exist for both charges, the larger of the two charges is used as the dunning charge for the overdue invoices shown on the letter.

Multiple currencies can be associated with each letter in the letter set for Charge Per Invoice and Dunning Letter Charge.

Figure 21–3 Dunning Letter Sets Window

To create a new dunning letter set using the additional charges available in Oracle Public Sector Receivables (International), perform these tasks:

1. In Receivables, navigate to the Dunning Letter Sets window as follows:

Setup - Print - Dunning Letter Sets


For more information about creating dunning letter sets, see Creating Dunning Letter Sets, Oracle Receivables User’s Guide.


2. To charge customers a specific amount for sending each dunning letter, select the Apply Dunning Charges check box.

3. To charge customers for processing each invoice included when dunning letters are generated, select the Charge Per Invoice check box.

4. Perform these steps in the following order:

Note: Save when prompted.

1. In the first row of the Letter Sequence table, enter the name of the first letter that appears in this letter set.

In the Days Past Due fields, enter the From and To dates associated with this letter.

Note: Continue to enter additional letter names and each letter’s associated From and To dates as needed. Do not go to activity 2 in this task until all letter names for this letter set are defined.

2. Select the first letter in the Letter Names table.

3. In the Currency field, enter a single currency.

4. If the Apply Dunning Charges check box is selected, in the Dunning Letter Charge field enter the amount to charge for sending this letter.

5. If the Charge Per Invoice check box is selected, in the Invoice Charge field enter an amount to charge for each invoice that appears on this letter.

If both the Apply Dunning Charges and Charge Per Invoice check boxes are selected and amounts are entered in both the Dunning Letter Charge and Invoice Charge fields, the larger amount appears on the letter.

6. Select the next letter in the Letter Sequence table. Use the same currency entered in activity 3 of this task for all letters and repeat activities 4 through 6 for all letters in the letter set.

7. If additional currencies are required in this letter set, repeat activities 3 through 6 in this task for all letters in the letter set.

The number of letters in the set must be the same for each currency.

Note: When creating dunning letter sets it is advisable to increase the severity of the dunning letter and invoice charges for each letter sent to the customer.


Oracle Corporation recommends that when specifying dunning letter names for the dunning letter set, a different letter set name should be used for each letter.


In addition to the three standard letters provided at installation, additional customized letters can be set up in Receivables.

For more information about defining dunning letters, see Sample Dunning Letter Print, Oracle Receivables User’s Guide.


Action - Save or Save and Continue

Step 8.35 Turn Off ARDLP Print OptionDunning Letter Charges in Oracle Public Sector Receivables (International) relies on standard dunning features in Oracle Receivables. To prevent the system from producing two versions of the same dunning letter, the print option for the standard dunning letter print report must be switched off.

To switch off the print option, ask the system administrator to disable the print option for the concurrent request short name ARDLP.

Step 8.37 Define SalespersonsThis step is required for Standing Charges.

Define at least one salesperson to be assigned to standing charge agreements.

For information about defining a salesperson, see Salespersons, Oracle Receivables User’s Guide

Step 8.39 Define Tax Codes and RatesThis step is required for Standing Charges.

Ensure that tax codes used for Standing Charges are defined to allow ad-hoc charges.

For more information about defining tax codes, see Tax Codes and Rates, Oracle Receivables User’s Guide.

Step 8.40 Define Customer Profile ClassesThis step has setup considerations for Dunning Letter Charges.


The Customer Profile Classes window is enhanced in Oracle Public Sector Receivables (International) to enable the following:


■ Apply Dunning Charge option

■ Apportion Charge to Invoice option to apportion dunning charges across original invoices in a dunning letter set

Customer Profile dunning letter set values can be overridden for individual customers in the Profile: Document Printing region at both the Customers Header and Customers Addresses levels.

Figure 21–4 Customer Profile Classes Window

1. In Receivables, navigate to the Customer Profile Classes window as follows:

Customers - Profile Classes

2. To activate dunning charge options defined on the Dunning Letter Sets window,


select the Apply Dunning Charge check box option.

3. To apportion dunning charges across the original invoices shown on the dunning letter, select the Apportion Charge to Invoice check box. Deselect the


Apportion Charge to Invoice check box to generate the OPSF(I) Dunning Invoice Report that shows the dunning charge calculated for each overdue invoice in the set.

Note: Report details can be used to generate a new invoice in Receivables.

For more information about defining customer profile classes, see Defining Customer Profile Classes, Oracle Receivables User’s Guide.

Step 8.41 Define CustomersThis step has setup considerations for Dunning Letter Charges and Standing Charges.

Dunning Letter ChargesIf customers are already assigned to an existing dunning letter set amended in Step 8.34 Define Dunning Letter Sets, those customers must be migrated to the Oracle Public Sector Receivables (International) dunning environment.

To migrate existing customers and ensure the charges defined in Oracle Public Sector Receivables (International) appear on dunning letters, run the concurrent request OPSF(I) Existing Dunning Charges Update.

The OPSF(I) Existing Dunning Charges Update request only needs to be run once.

Standing ChargesDefine customers as described in Entering Customers, Oracle Receivables User’s Guide, with the following exception:

■ When defining a customer, the Bill To address must have a payment method related to it.

Payment methods are required for Standing Charges.

For information on how to define payment methods, see Setting Up Receivables, Oracle Receivables User’s Guide.


Single Third Par

22Single Third Party Setup

This chapter describes the setup steps that are required for Single Third Party in Oracle Public Sector Payables (International) and Oracle Public Sector Receivables (International). The following sections are in this chapter:

■ Overview

■ Prerequisites

■ Single Third Party Setup Checklist

■ Define Netting Transaction Types Procedure

■ Netting Transaction Types Window

ty Setup 22-1

Overview

OverviewThe Single Third Party feature treats a customer or supplier as a single entity and provides a netting facility between a single third party’s receivable and payable transactions to arrive at a net balance position.

A third party can be simultaneously a supplier in Oracle Payables and a customer in Oracle Receivables but has a single unique reference number.

Single Third Party provides the following:

■ maintains a single entry point for customers and suppliers.

■ supports various types of payable and receivable netting at transaction level.

For information on netting types, see Netting Types in this chapter.

■ provides an inquiry facility to view the outstanding balance of a third party and to support drill-down to individual transactions.

■ reconciles the net balance position due to or from a third party by automatically creating netting transactions and resulting journal entries.

■ provides an audit trail by maintaining sequential numbering for netting transactions.

■ enforces security by restricting netting access to authorized users.

For information on security, see Netting Security in this chapter.

■ provides a warning message if a payment is selected in Oracle Payables for a third party with an outstanding balance in Oracle Receivables.

The Single Third Party feature can be used in conjunction with Oracle Applications Global Accounting Engine to fully utilize the country-specific accounting rules applicable to third party transactions. The Global Accounting Engine provides country-specific legal reports and accounting treatment, subledger transactions by control account, gapless numbering of accounting lines, and online drill-down to original subledger documents.

For information on the Global Accounting Engine, see Global Accounting Engine Features, Oracle Applications Global Accounting Engine User’s Guide.


Assignment

Netting TypesSingle Third Party supports the following types of netting for Accounts Officers:

■ Receivables Balance

■ Payables Balance

■ Objection to Payment

■ Assignment

■ Payment Excess

■ Reimbursement

Receivables BalanceNetting the outstanding payable balance owed to a third party with receivable invoices due from the same third party. The third party’s payable balance is eliminated by adjusting the receivable balance.

Payables BalanceNetting the outstanding receivable balance due from a third party with payable invoices due to the same third party. The third party’s receivable balance is eliminated by adjusting the payable balance.

Objection to PaymentNetting the payable invoices owed to a third party by creating an invoice for another third party called the Objecting Third Party. This applies when payment is owed to a third party who in turn owes money to another third party. The Objecting Third Party is paid the netting amount and the third party receives a net settlement.

AssignmentNetting the payable invoices owed to a third party by creating an invoice for another third party called the Debt Beneficiary. This applies when payment is owed to a third party who has a debt beneficiary in a factoring arrangement. The debt

Single Third Party Setup 22-3

beneficiary is paid the netting amount and the third party receives a net settlement.

Payment Excess

Payment ExcessNetting a third party’s credits or overpayment in Receivables by refunding the overpayment in Payables.

ReimbursementNetting a third party’s credit memo in Payables by receiving a refund in Receivables.

Netting Transactions and Journal EntriesSingle Third Party offsets a third party’s outstanding balances by creating netting transactions either in Payables or Receivables or both, depending on the netting type. This is because Single Third Party performs netting not just at the balance level, but also at the transaction level to complete the accounting cycle of those transactions that have been offset. For example, Payables Balance netting automatically creates the following netting transactions:

■ credit memo in Payables to reduce the balance due to the third party

■ credit memo in Receivables to eliminate the balance due from the third party

Table 22–1 shows examples of netting transactions and journal entries created for each of the netting types.

Table 22–1 Netting Transactions and Journal Entries

Netting Types

Transactions Automatically Generated for the Netting Operation

Journal Entries Automatically Generated for the Netting Operation

Receivables Balance In Receivables: In Receivables:

Dr Cr

Create credit memo of 100.00

Netting Control 100.00 Receivable Control 100.00

Example: Adjust receivable balance by 100.00

In Payables: In Payables:


Dr Cr

Netting Transactions and Journal Entries


Payable Control 100.00 Netting Control 100.00

Payables Balance In Payables: In Payables:

Dr Cr



Example: Adjust payable balance by 100.00

In Receivables: In Receivables:

Dr Cr


Netting Control 100.00 Receivable Control 100.00

Objection to Payment In Payables: In Payables:

1. Dr Cr

Example: Create 100.00 settlement to the Objecting Third Party

1. Create credit memo of 100.00 for the third party


2. Dr Cr

2. Create invoice of 100.00 for the Objecting Third Party

Netting Control 100.00 Payable Control 100.00


Not applicable - no netting transaction required

Not applicable - no netting entries required

Assignment In Payables: In Payables:

1. Dr Cr


Netting Types




Example: Create 100.00 settlement to the Debt Beneficiary

1. Create credit memo of 100.00 for the third party



2. Dr Cr

2. Create invoice of 100.00 for the Debt Beneficiary party


Note: Netting transactions same as Objection to Payment

Note: Accounting entries same as Objection to Payment


Not applicable - no netting transaction required

Not applicable - no netting entries required

Payment Excess In Receivables: In Receivables:

Dr Cr

Example: Refund of 100.00 to the third party for overpayment of receivable

Create debit memo of 100.00 to be receipted against the overpaid amount

Receivable Control 100.00 Netting Control 100.00

In Payables: In Payables:

Dr Cr

Create invoice of 100.00 to refund payment


Reimbursement In Payables: In Payables:

Dr Cr

Example: Receive refund of 100.00 due to overpayment of payable

Create invoice of 100.00 for overpaid amount to match it against credit memo received from third party



Netting Types






Dr Cr

Create debit memo of 100.00 to be receipted against refund from third party

Receivable Control 100.00 Netting Control 100.00


Netting Types




Netting Transaction Class and Type Usage

Netting Transaction Class and Type UsageSingle Third Party predefines the appropriate combinations of transaction classes for each netting type based on the accounting principles adopted by the French Public Sector.

Table 22–2 shows the combinations of transaction classes supported by Single Third Party.

Receivable transaction types for netting can be defined for each supported receivable transaction class. Available transaction types are only those defined in the Transaction Types window in Receivables for the same transaction class. Payables transaction types are predefined as shown in Table 22–2.

Single Third Party uses the following rules to determine which accounting flexfield is used to create journal entries:

■ Clearing Netting Account. Used as a clearing account for netting transactions; user-definable in the Netting Types window.

For information on defining a netting account, see Define Netting Transaction Types Procedure in this chapter.

Table 22–2 Transaction Class Combinations

Netting TypesReceivable Transaction Class Usage

Payable Transaction Class Usage Payable Transaction Type

Receivables Balance Credit Memo Credit Memo AR Balance Credit Memo

Payables Balance Credit Memo Credit Memo AP Balance Credit Memo

Objection to Payment

Not applicable 1. Credit Memo 1. Objection to Payment Credit Memo

2. Invoice 2. Invoice Objection to Payment

Assignment Not applicable 1. Credit Memo 1. Assignment Credit Memo

2. Invoice 2. Assignment Invoice

Payment Excess Debit Memo Invoice Payment Excess Invoice

Reimbursement Debit Memo Invoice Supplier Reimbursement Invoice


Prerequisites

Netting SecuritySingle Third Party provides restrictive access to the following functions:

■ Create Objecting Third Party

■ Create Objection to Payment netting

Use the Single Third Party: Objecting STP Allowed profile option to specify whether to grant access to the two functions mentioned above.

Single Third Parties must be entered and maintained via the Single Third Party Maintenance window. It is recommended that the standard Customers and Suppliers menus be excluded from a responsibility that has access to the Single Third Party Maintenance window.

Prerequisites❏ The Single Third Party feature in the Enable OPSF(I) Features window must be

enabled.


❏ Receivable netting transaction types must be defined in the Transaction Types window.

For information on transaction types, see Transaction Types, Oracle Receivables User’s Guide.

❏ If dynamic insert is not enabled for the accounting flexfield structure, the accounting flexfield used for the Clearing Netting Account must be entered as an account combination.

For information on dynamic inserts, see Defining Key Flexfield Structures, Oracle Applications Flexfields Guide.

For information on account combinations, see Defining Accounts, Oracle General Ledger User’s Guide.

❏ If document sequences are to be implemented for netting transactions, these sequences must be defined and assigned to relevant transaction types.


For information on document sequences, see Document Sequences, Oracle Applications System Administrator’s Guide.

Single Third Party Setup Checklist

❏ To implement Single Third Party, the following profile options must be defined:

■ Single Third Party: AP Term Default

■ Single Third Party: AR Term Default

■ Single Third Party: Unit of Measure Default

The following profile options are optional:

■ Single Third Party: Netting Prefix

■ Single Third Party: Objecting STP Allowed

For information about profile options in Oracle Public Sector Financials (International), see Step 1.6 Specify Profile Options, Chapter 2, Oracle System Administrator Setup.

If Oracle Applications Global Accounting Engine is to be implemented, see the Oracle Applications Global Accounting Engine User’s Guide for setup information.

Single Third Party Setup ChecklistTable 22–3 shows the Single Third Party setup checklist.

All setup steps designated as required in this checklist must be completed.

WARNING: The following setup features are predefined and must not be updated or disabled:

■ Line Transaction Flexfield for Receivables Netting Interface

■ Netting Batch Source for Receivables

■ Netting Batch Source for Payables

Table 22–3 Single Third Party Setup Checklist

Step Number Setup Step Type

Step 1. Define Netting Transaction Types required

Step 2. Assign Single Third Party Profile Values required


Single Third Party Setup Checklist

Line Transaction Flexfield for Receivables Netting InterfaceEnables use of AutoInvoice facility to import receivables netting transactions into Receivables. The relevant Context Field code is STP NETTING as predefined in the Descriptive Flexfield Segments window for Line Transaction Flexfield.

Netting Batch Source for ReceivablesEnables AutoInvoice facility to be submitted automatically with netting operations. The relevant Receivables batch source is STP NETTING as predefined in the Transaction Sources window.

Netting Batch Source for PayablesEnables use of Payable Interface Import program to import payable netting transactions into Payables. The relevant Payables batch source is NETTING as predefined in the QuickCodes window for Source type quickcode.


Define Netting Transaction Types Procedure

Define Netting Transaction Types ProcedureUse the Netting Transaction Types window to enable a netting type. Use the same window to define the netting control account, document category for sequence numbering, and transaction types for each netting type.

To define netting transaction types, perform the following steps.

1. In Receivables, navigate to the Netting Transaction Types window as follows:

Single Third Party - Netting Transaction Types

2. To enable a netting type, select the Enabled check box to the right of the relevant Netting Transaction field.

Note: A netting type cannot be enabled until all required values for the netting type definitions are entered. A netting type must be disabled before its definitions can be updated.

3. The Transaction Type Usage region of the window changes dynamically depending on which Netting Transaction the cursor points to. The first two columns of the Transaction Type Usage, Application and Transaction Class, are predefined and not updateable. The codes displayed in the Transaction Class field are shown in Table 22–4.

See Table 22–2 for combinations of transaction classes supported by Single Third Party.

Table 22–4 Transaction Class Codes

Transaction Class Code Transaction Class

CM Credit Memo

DM Debit Memo

INV Invoice


Define Netting Transaction Types Procedure

4. Enter data in the remaining fields of the Transaction Type Usage region as described in Table 22–5





Table 22–5 Transaction Type Usage Region

Field Type Features Description

Document Category Code

optional list of values If sequential numbering is required for netting transactions, select from category codes defined in Document Categories window. Sequence assigned to this category code in Sequence Assignments window is used for numbering netting transactions.

Transaction Type conditionally required

list of values For Receivables, select from transaction types defined in Transaction Types window.

Note: Select a transaction type which applies to same transaction class. For example, select a transaction type for class of Debit Memo when Transaction Class Code is DM. For Payables, values are predefined as listed in Table 22–2.

Clearing Netting Account

required conditionally required

Select a netting control account.

Note: Clearing netting account for AP and AR must be the same. Only a single netting account is allowed for a netting type in order to balance netting transactions within the same type.


Netting Transaction Types Window

Netting Transaction Types Window

Figure 22–1 Netting Transaction Types Window


Subledger Security Implementation Pro

ASubledger Security Implementation Process

This appendix explains how Oracle Public Sector Payables (International) Subledger Security provides a generic solution to critical security issues in Oracle Financials modules other than Oracle General Ledger. The following sections are in this appendix:

■ Definition

■ Subledger Security Implementation Process Diagram

■ Subledger Security Implementation Process Description

■ Payables Example

■ Purchasing Example

■ Subledger Security with Secondary Approval

■ References

cess A-1

Definition

DefinitionSubledger Security is a facility whereby an organization’s business can be divided into profit and cost centers, with each center having full access to its own financial information only.

A-2 Oracle Public Sector Financials (International) Implementation Guide

Subledger Security Implementation Process Diagram

Subledger Security Implementation Process Diagram

Figure 22–2 Subledger Security Implementation Process Diagram

Subledger Security Implementation Process A-3

Subledger Security Implementation Process Description

Subledger Security Implementation Process DescriptionSubledger Security is implemented as follows:

1. Analysts and technical designers determine the usage of Financials tables necessary to meet the business requirements for security.

2. The database administrator creates a new Oracle account for each security group required.

3. The database administrator runs adaddls.pls, adaaddls.pls, adaddlb.pls and adaaddlb.pls for each security group required.

Note: The administrator must log on as the secure user and grant all on the apps_ddl package to APPS.

4. The system administrator or database administrator registers the new Oracle accounts with Financials.

5. The system administrator or database administrator sets up security groups.

6. The system administrator or database administrator runs the Generate Subledger Security concurrent program to construct SQL Plus scripts from security group definitions.

7. The database administrator runs the SQL Plus scripts generated at Step 6, five for each security group, to create the necessary security group database objects.

8. The system administrator or database administrator creates at least one new data group for each new Oracle account set up in Step 2. These data groups use the secure Oracle Accounts rather than the base Oracle Account created by installation.

9. The system administrator or database administrator creates new responsibilities accessing the data groups set up in Step 8.

Note: Security on a child entity must not be defined if the parent entity is available to all users. If security on a child entity is defined when the parent entity is available to all users, the following occurs:

■ Data access is not restricted.

■ The physical data model becomes compromised, causing unexpected Oracle errors.


Payables Example

Payables ExampleThis example illustrates how Subledger Security can be implemented in Payables.

1. Analysis reveals that the organization has the following:

■ three operational divisions, each requiring security access to its own vendors and invoices only

■ a central finance function that requires access to all divisions’ data

2. To meet these business requirements, the three operational divisions must be given restricted access to the PO_VENDORS and AP_INVOICES_ALL tables. They require unrestricted access to all other Financials objects as in a standard Payables installation.

Central finance requires unrestricted access to all Financials objects as in a standard Payables installation.

3. The database administrator creates three new Oracle accounts, which are not users at this stage. There is one account for each operational division. The accounts are as follows:

■ APPSA

■ APPSB

■ APPSC

Central finance does not need a new Oracle account because it can use the base Oracle account APPS created by the standard installation script.

4. The database administrator logs in as the Secure User and runs adaddls.pls, adaaddls.pls, adaddlb.pls and adaaddlb.pls for APPSA, APPSB, and APPSC.

5. The system administrator or the database administrator registers APPSA, APPSB, and APPSC via the Systems Administrator Responsibility.

6. The system administrator or the database administrator sets up security groups as follows:

■ Three security groups are created, one for each operational division:

Name 1DIV 2DIV 3DIV

Oracle Account APPSA APPSB APPSC


■ In the Restricted Tables region, for each security group separately, the tables PO_VENDORS and AP_INVOICES_ALL are selected.

Payables Example

■ The Enabled flag is set to Yes on all three new security groups. This allows Step 7 to be performed on each group.

7. The system administrator or database administrator uses the Submit a New Request window and runs the program Generate Subledger Security for each new security group. The first parameter is different for each group as this forms part of the identification of the resulting output files. In this example, the first parameter could be GROUP1 for 1DIV, GROUP2 for 2DIV, and GROUP3 for 3DIV. The second parameter is the security group name to be generated, in this example, 1DIV, 2DIV, and 3DIV.

Fifteen output files are created, five for each security group.

8. The database administrator runs the scripts created by Generate Subledger Security. In this example, these scripts are as follows:

9. The database administrator creates one new data group, for example, 1Data, 2Data, and 3Data, for each security group, with the Oracle Payables Oracle ID, APPSA, APPSB, and APPSC, the same as that of the security group.

10. For each operational division, the database administrator creates one or more Payables responsibilities, depending on menu access requirements. Each responsibility is linked to the appropriate new data group. For example, for Division 1 Payables super user, the responsibility 1Div Super User is linked to data group 1Data.

Central finance can use a standard Super User responsibility linked to the default data group.

grn_GROUP1.sql grn_GROUP2.sql grn_GROUP3.sql

syn_GROUP1.sql syn_GROUP2.sql syn_GROUP3.sql

cvw_GROUP1.sql cvw_GROUP2.sql cvw_GROUP3.sql

trg_GROUP1.sql trg_GROUP2.sql trg_GROUP3.sql

vw_GROUP1.sql vw_GROUP2.sql vw_GROUP3.sql


Purchasing Example

Purchasing ExampleThis example illustrates how Subledger Security can be implemented in Purchasing.

The same basic steps must be carried out as described in the Payables Example, but, due its greater complexity, Purchasing is likely to demand more effort in the analysis necessary to arrive at the definition of security groups.

1. Analysis has identified a need to split data between two separate purchasing departments, each with secure access to its own requisitions, orders, shipments, and vendors. In this example, there is no need for access across both departments.

2. To meet these business requirements, the two purchasing departments must be given restricted access to the following tables:

■ PO_VENDORS

■ PO_HEADERS_ALL

■ PO_LINES_ALL

■ PO_RELEASES_ALL

■ PO_REQUISITION_HEADERS_ALL

■ PO_REQUISITION_LINES_ALL

■ RCV_SHIPMENT_HEADERS

■ RCV_SHIPMENT_LINES

■ RCV_TRANSACTIONS

Both departments require unrestricted access to all other Financials objects as in a standard Purchasing installation.

3. The database administrator creates two new Oracle accounts, which are not Financials users at this stage. There is one account for each purchasing department. The accounts are as follows:

■ APPSD

■ APPSE

4. The database administrator logs in as the Secure User and runs adaddls.pls, adaaddls.pls, adaddlb.pls and adaaddlb.pls for APPSD and APPSE.


5. The system administrator or the database administrator registers APPSD and APPSE via the Systems Administrator Responsibility.

Purchasing Example

6. The system administrator or database administrator sets up security groups.

■ Two security groups are created as follows, one for each purchasing department:

■ In the Restricted Tables region, for each security group separately, the tables listed in Step 2 are selected.

■ The Enabled flag is set to Yes on both new security groups. This allows Step 7 to be performed on each group.

7. The system administrator or database administrator uses the Submit a New Request window and runs the program Generate Subledger Security for each new security group. The first parameter is different for each group as this forms part of the identification of the resulting output files. In this example, the first parameter could be PODEPT1 for 1DEPT and PODEPT2 for 2DEPT. The second parameter is the security group name to be generated, in this example, 1DEPT and 2DEPT.

Ten output files are created, five for each security group.

8. The database administrator runs the scripts created by Generate Subledger Security. In this example, these scripts are as follows:

9. The database administrator creates one new data group, for example, 1Data and 2Data, for each security group, with the Oracle Purchasing Oracle ID, APPSD and APPSE, the same as that of the security group.

10. For each purchasing division, the database administrator creates one or more Oracle Purchasing responsibilities, depending on menu access requirements. Each responsibility is linked to the appropriate new data group. For example,

Name 1DEPT 2DEPT

Oracle Account APPSD APPSE

grn_PODEPT1.sql grn_PODEPT2.sql

syn_PODEPT1.sql syn_PODEPT2.sql

cvw_PODEPT1.sql cvw_PODEPT2.sql

trg_PODEPT1.sql trg_PODEPT2.sql

vw_PODEPT1.sql vw_PODEPT2.sql


for Department 1 Purchasing super user, the responsibility 1Dept Super User is linked to data group 1Data.

Subledger Security with Secondary Approval

Subledger Security with Secondary ApprovalThe Oracle Public Sector Payables (International) feature Secondary Invoice Approval supports Subledger Security. If implemented, Secondary Approval imposes extra controls on data access within Subledger Security groups. In this case, clerks and authorizers belonging to the same departmental groups for secondary approval must also be in the same Subledger Security groups.


References

ReferencesFor information on setting up Subledger Security, see Step 2.2 Set Up Subledger Security,Chapter 3, OPSF(I)-Specific Application Object Library Setup.

For information on defining data groups, see Defining Data Groups, Oracle Applications System Administrator’s Guide.

For information on defining responsibilities, see Defining a Responsibility, Oracle Applications System Administrator’s Guide.

For information on secondary approval, see Chapter 20, Secondary Invoice Approval Set Up, and Secondary Invoice Approval Process, Oracle Public Sector Financials (International) User’s Guide.


Index

AAccount Assignments window

Enhanced Funds Checker Setup, 8-5Application Object Library Setup

enable Oracle Public Sector Financials (International) features, 3-3

overview, 3-2prerequisites, 3-2print OPSF(I) feature status reports, 3-6steps, 3-3Subledger Security

create database objects, 3-13create secure data groups, 3-10create secure Oracle accounts, 3-8create secure responsibilities, 3-13define Subledger Security Groups, 3-10prerequisites, 3-7register secure Oracle accounts, 3-10run generate Subledger Security

program, 3-11asset categories, define

Asset Setup, 14-7Assets Setup

checklist, 14-3define asset categories, 14-7define book controls, 14-4

Historic book, 14-4define calendars, 14-3define price indexes, 14-6overview, 14-2

Exchange Protocol Setup, 19-23Assign Flexfield Ranges window

description, 20-8example, 20-7

assign job and position to employeeExchange Protocol Setup, 19-22

assign multiple budgets to detail accountEnhanced Funds Checker Setup, 8-3

assign multiple funding budgets to summary account

Enhanced Funds Checker Setup, 8-6Assign Workflow Profile window

description, 19-31audience, xviAutoInvoice grouping rules

Receivables Setup, 21-5

Bbook controls, define

Assets Setup, 14-4Budget Range Codes window


budget reason codesBudget Range Codes window


Default Profile Codes windowdescription, 5-11example, 5-10

Index-1

prerequisites, 14-2steps, 14-3

assign employee to user

Define Budget Range Codes, 5-12define default profile codes, 5-9define profile codes, 5-6

define reason codes, 5-3Profile Codes window


Reason Codes windowdescription, 5-5example, 5-4

Budgeting Extensions SetupBudget Range Codes window


Default Profile Codes windowdescription, 5-11example, 5-10

define budget range codes, 5-12define default profile codes, 5-9define profile codes, 5-6define reason codes, 5-3definition, 5-2prerequisites, 5-2Profile Codes window


profile options, 4-9purpose

budget profile options, 5-2budget range codes, 5-2default profile codes, 5-2profile codes, 5-2reason codes, 5-2

Reason Codes windowdescription, 5-5example, 5-4

Ccalendars, define

Assets Setup, 14-3cash and accruals

sets of booksdefine relationships, 6-3definition, 6-2

combined basis accountingsets of books

define relationships, 6-3definition, 6-2overview, 6-2prerequisites, 6-2Sets of Books Relationships window

example, 6-4Construction Industry Scheme Setup

definition, 18-2Maintain Tax & Certificates window


overview, 18-2set up construction subcontractor

procedure, 18-3conventions

Courier font, xviiidocument, xviii

create new responsibilitiesSystem Administrator Setup, 2-2

Customer Profile Classes windowexample, 21-15

customer profile classes, defineReceivables Setup, 21-14

customer support, xixcustomers


DDefault Profile Codes window


default profile codes, defineBudgeting Extensions Setup, 5-9

define asset categoriesAssets Setup, 14-7

define book controlsAssets Setup, 14-4

Define Budget Organization window, 8-4Define Budget Range Codes

Index-2 Oracle Public Sector Financials (International) Implementation Guide

overview, 6-2prerequisites, 6-2Sets of Books Relationships window

example, 6-4

Budgeting Extensions Setup, 5-12define calendars

Assets Setup, 14-3Define HUL Enablement Overrides

window definition, 10-2Define HUL Enablement Overrides window


define price indexesAssets Setup, 14-6

define purchasing optionsPurchasing Setup, 15-4

define sets of books relationshipsCash and Accruals Support Setup, 6-3

description, 17-10diagrams

Subledger Security Implementation Process, A-3

document conventions, xviiidocumentation sales, xxdossier numbering setup

procedure, 7-7window


Dossier Setupdossier numbering setup

procedure, 7-7window description, 7-9window example, 7-8

dossier types setupprocedure, 7-10window description, 7-12window example, 7-11

overview, 7-2dossier numbering setup, 7-2dossier types setup, 7-3

prerequisites, 7-5set up dossier numbering


set up dossier typesprocedure, 7-10window description, 7-12window example, 7-11


Dunning Letter Sets windowexample, 21-12

EEnable OPSF(I) Features

application wide features, 3-3multi-org prerequisites, 3-4operating unit dependent features, 3-4overview, 3-3print reports, 3-6procedure, 3-5window, 3-5

enable OPSF(I) featuresReceivables Setup, 21-3

encumbrance typesGeneral Ledger Setup, 4-9

Enhanced Funds Checker SetupAccount Assignments window, 8-5assign multiple budgets to detail account, 8-3assign multiple funding budgets to summary

account, 8-6Define Budget Organization window, 8-4define set of books, 4-6definition, 8-2prerequisites, 8-2Set of Books window, 4-6Summary Accounts window, 8-7

Enhanced Funds Checker window, 8-4Exchange Protocol Setup

assign employee to user, 19-23assign job and position to employee, 19-22assign workflow profile

procedure, 19-30window description, 19-31

checklist, 19-12define jobs, 19-19define position hierarchies, 19-24define positions, 19-21define validation values, 19-17

Index-3

dossier types setupprocedure, 7-10window

fill employee hierarchy, 19-25overview

Exchange Protocol actions, 19-5Exchange Protocol approval workflow, 19-8

Exchange Protocol numbering, 19-6Exchange Protocol roles, 19-3setup overview, 19-2

prerequisites, 19-11Segment Values window, 19-18set up Exchange Protocol numbering

procedure, 19-33window description, 19-35

workflow profile definitionprocedure, 19-26window description, 19-29

Ffeeder book mapping



feeder filefeeder book mapping

procedure, 11-4window, 11-5window description, 11-6

Feeder Period Mappings windowdescription, 11-9example, 11-8

Feeder System Descriptors windowdescription, 11-12example, 11-11

feeder system descriptors, define, 11-10feeder system period mapping procedure, 11-7Generic Interface Feeder System Data File

Specificationdefinition, 12-2header record, 12-3journal header record, 12-4overview, 12-2prerequisites, 12-2transaction lines record, 12-5

Generic Interface setupdefinition, 11-2

example, 11-8Feeder System Descriptors window


feeder system descriptors, defineGeneric Interface Setup, 11-10

feeder system period mappingGeneric Interface Setup, 11-7

fill employee hierarchyExchange Protocol Setup, 19-25

financial options, definePayables Setup, 17-6

Financials Options windowdescription, 17-10example, 17-10

Funding Budgets Pop-Up, 8-7Funding Budgets Pop-Up window

Enhanced Funds Checker Setup, 8-7

GGeneral Ledger Setup

define account segment values, 4-4define journal entry categories, 4-7define journal entry sources, 4-7define set of books, 4-6define summary accounts, 4-8encumbrance types, 4-9overview, 4-2prerequisites, 4-2Set of Books window, 4-6set profile options, 4-9set up automatic posting, 4-8steps, 4-3

Generic Interface Feeder System Data File Specification

definition, 12-2file footer record, 12-7

example, 12-7file header record, 12-3overview, 12-2prerequisites, 12-2


prerequisites, 11-3purpose, 11-2

Feeder Period Mappings windowdescription, 11-9

transaction lines record, 12-5example, 12-5

Generic Interface Setupdefinition, 11-2

feeder book mappingprocedure, 11-4window description, 11-6window example, 11-5

Feeder Period Mappings windowdescription, 11-9example, 11-8

Feeder System Descriptors windowdescription, 11-12example, 11-11

feeder system period mapping procedure, 11-7prerequisites, 11-3profile options, 4-9

Generic Interface setupfeeder system descriptors, define, 11-10

Gross Based VAT Setupdefine partially reclaimable percentages, 16-3definition, 16-2Partially Reclaimable Percentages window


HHierarchical Drill-Down Inquiry Setup

definition, 9-2example, 9-2overview, 9-2set up drill-down levels


HUL Numbers SetupDefine HUL Enablement Overrides window


segment overridesdefinition, 10-2prerequisites, 10-2procedure, 10-3purpose, 10-2

overview, 13-2profile options, 4-9Setup Charge Center


invoice sourcesReceivables Setup, 21-7

Invoice Tolerances windowexample, 17-4

Jjobs, define

Exchange Protocol Setup, 19-19

Lline types, define

Purchasing Setup, 15-5

Mmaintain secondary approval relationships



Maintain Tax & Certificates windowdescription, 18-6example, 18-5

matching tolerancesPayables Setup, 17-3

Nnetting

security, 22-9transaction class and type usage, 22-8transaction types, define, 22-12transactions and journal entries, 22-4types, 22-3

O

Index-5

IInternal Trading Setup

definition, 13-2

Overview of Setupintroduction, 1-2OPSF(I) setup checklists

Application Object Library, 1-9Assets, 1-19General Ledger, 1-10Oracle Applications System

Administration, 1-8Payables, 1-28Public Sector General Ledger, 1-16Purchasing, 1-22Receivables, 1-34System Administration, 1-8

prerequisitesbefore setting up modules and

subledgers, 1-2before setting up OPSF(I), 1-2

setup summary, 1-4

PPartially Reclaimable Percentages window


partially reclaimable VAT percentages, definePurchasing Setup, 15-6

payables optionsPayables Setup, 17-10

payables quickcodes, definePayables setup, 17-5

Payables Setupaccounting rules, define, 17-11enable OPSF(I) features, 17-3financial options, define, 17-6Financials Options window, 17-10

example, 17-10Invoice Tolerances window

example, 17-4matching tolerances, 17-3overview, 17-2payables quickcodes, define, 17-5prerequisites, 17-2special calendars, define, 17-11steps, 17-3tax authority type suppliers, define, 17-4

Exchange Protocol Setup, 19-24positions, define

Exchange Protocol Setup, 19-21Preface

audience, xvicustomer support, xixdocument conventions, xviiidocumentation sales and client relations, xxrelated publications, xvii

price indexes, defineAssets Setup, 14-6

Profile Codes windowdescription, 5-8example, 5-7

profile codes, defineBudgeting Extensions Setup, 5-6

purchasing optionsPurchasing Setup, 15-4

Purchasing Setupdefine tax names, 15-4enable OPSF(I) features, 15-3line types, define, 15-5overview, 15-2partially reclaimable VAT percentages,

define, 15-6prerequisites, 15-2purchasing options, 15-4receiving options, 15-5steps, 15-3suppliers, define, 15-6tax names, define, 15-4

Purchasing setupcomplete setup for financials options, 15-5

RReason Codes window


reason codes, defineBudgeting Extensions Setup, 5-3

Receivables Activity window


tax names and groups, 17-4, 17-10, 17-11tax names and withholding tax groups,

define, 17-5position hierarchies, define

example, 21-10Receivables Setup

AutoInvoice grouping rules, 21-5checklist, 21-3

Customer Profile Classes windowexample, 21-15

customer profile classes, define, 21-14customers, 21-16Dunning Letter Sets window

example, 21-12enable OPSF(I) features, 21-3invoice sources, 21-7overview, 21-2prerequisites, 21-2Receivables Activity window

example, 21-10steps, 21-3System Options window, 21-6tax codes and rates, define, 21-14transaction types, define, 21-7

receiving optionsPurchasing Setup, 15-5

related publications, xviireports

OPSF(I) Application Wide Feature Status, 3-6OPSF(I) Operating Unit Dependent Feature

Status, 3-6

SSecondary Invoice Approval

Subledger Security Implementation Process, A-9

Secondary Invoice Approval SetupAssign Flexfield Ranges window


definition, 20-2maintain secondary approval

relationships, 20-3window description, 20-6window example, 20-5

overview, 20-2prerequisites, 20-2

Segment Values windowExchange Protocol Setup, 19-18



set up dossier typesprocedure, 7-10window


Set Up Drill-Down Levels windowdescription, 9-5example, 9-4

Set Up Exchange Protocol Numbering windowdescription, 19-35

sets of bookscombined basis accounting

define relationships, 6-3definition, 6-2overview, 6-2prerequisites, 6-2Sets of Books Relationships window

example, 6-4Sets of Books Relationships window

Cash and Accruals Support Setup, 6-4Setup Charge Center


example, 13-4window description, 13-5

Setup Overviewintroduction, 1-2OPSFI(I) setup checklists

Application Object Library, 1-9Assets, 1-19General Ledger, 1-10Oracle Applications System

Administration, 1-8Payables, 1-28Public Sector General Ledger, 1-16Purchasing, 1-22Receivables, 1-34System Administration, 1-8

Index-7

Set Up Budgeting ExtensionsBudget Range Codes window

example, 5-13set up dossier numbering

prerequisitesbefore setting up modules and

subledgers, 1-2

before setting up OPSF(I), 1-2setup summary, 1-4

Single Third Party Setupchecklist, 22-10define netting transaction types, 22-12overview

netting security, 22-9netting transaction class and type usage, 22-8netting transactions and journal entries, 22-4netting types, 22-3

prerequisites, 22-9Subledger Security Implementation Process

definition, A-2description, A-4diagram, A-3Payables example, A-5Purchasing example, A-7references, A-10Subledger Security with Secondary

Approval, A-9Subledger Security setup

create database objects, 3-13create secure data groups, 3-10create secure Oracle accounts, 3-8create secure responsibilities, 3-13define Subledger Security Groups, 3-10prepare secure schema, 3-8register secure Oracle accounts, 3-10run generate Subledger Security program, 3-11

Summary Accounts windowEnhanced Funds Checker Setup, 8-7

suppliers, definePurchasing Setup, 15-6

supportcustomer, xix

System Administrator Setupcreate new responsibilities, 2-2create profile options, 2-2overview, 2-2

System Options windowexample, 21-6

Payables Setup, 17-4codes and rates, define

Receivables Setup, 21-14names

Purchasing Setup, 15-4names and groups

Payables Setup, 17-11names and withholding tax groups

Payables Setup, 17-5transaction types, define


Vvalidation values, define

Exchange Protocol Setup, 19-17VAT, gross based

define partially reclaimable percentages, 16-3setup definition, 16-2

Wwindows

Account Assignments, 8-5Assign Flexfield Ranges, 20-7Budget Range Codes, 5-13Customer Profile Classes, 21-15Default Profile Codes, 5-10Define Budget Organization, 8-4Define HUL Enablement Overrides, 10-4Dunning Letter Sets, 21-12Enable OPSF(I) Features, 3-5Feeder Book Mapping, 11-5Feeder Period Mappings, 11-8Feeder System Descriptors, 11-11Funding Budgets Pop-Up, 8-7Invoice Tolerances, 17-4Maintain Secondary Approval

Relationships, 20-5Maintain Tax & Certificates, 18-5Partially Reclaimable Percentages, 16-4Profile Codes, 5-7Reason Codes, 5-4


Ttax

authority type suppliers

Receivables Activity, 21-10Segment Values, 19-18Set of Books, 4-6

Set Up Drill-Down Levels, 9-4Sets of Books Relationships, 6-4Setup Charge Center, 13-4Setup Dossier Numbering, 7-8Setup Dossier Types, 7-11Summary Accounts, 8-7System Options, 21-6

withholding taxPayables Setup, 17-5

Workflow Profile Definition windowdescription, 19-29

Index-9

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