Journal entries for Customer Receipts in AR

I still see some of us are confused with O2C journals, especially on the Receipts side. So just wanted to clarify the same here. If you need to understand the complete flow and journals of O2C you can refer to the same in my blog which I already did before. 

I would like to explain here how the receipts are accounted for with different Remittance and Clearance Methods.

Receipt with no Remittance and clearance method By Matching

When creating Receipt

Remitted Cash A/C…..Debit

Unapplied Cash A/C…......Credit

When applying receipt to open invoices

Unapplied Cash A/C…...Debit

Receivables A/C…....Credit

When reconciling in Cash Management

Cash A/C….....Debit

Remitted Cash A/C…...Credit

Receipt with Remittance

When creating Receipt

Confirmed Cash A/C……………Debit

Unapplied Cash A/C…......Credit

When applying receipt to open invoices

Unapplied Cash A/C…...Debit

Receivables A/C…....Credit

When sending for remittance

Remitted Cash A/C…..Debit

Confirmed Cash A/C……Credit

When reconciling in Cash Management

Cash A/C….....Debit

Remitted Cash A/C…...Credit

 Receipt with No Remittance and Clearance Method of Direct

When creating Receipt

Cash A/C….....Debit

Unapplied Cash A/C…......Credit

When applying receipt to open invoices

Unapplied Cash A/C…...Debit

Receivables A/C…....Credit

Common Interview Questions in Oracle Fusion Financials

Some common interview questions

• What is your role in last implementation project?
• What are the critical issues you handled?
• How did you gather requirements?
• Explain the Enterprise Structure for your last project
• Explain the process of Data Conversion
• Period Close Process for all modules
• How to configure approval rules in BPM
• COA Structure Vs Instance
• Revaluation vs Translation
• CVR Vs Security Rules
• Types of Ledgers(PL, SL and RL) and their conversion levels
• What are the four Cs
• Mass Allocations with business use case
• P2P and O2C process with Journals
• Mandatory setups in AP for Invoicing and Payments
• Ways to create invoices
• Types of AP invoices
• Invoice Match Levels
• Multi Period Accounting
• Prepayment process with journals
• Unable to cancel invoice what could be the reasons
• What is PPP and PPR
• WHT and setups
• Auto Accounting Rules and various sources available
• Transaction Types and Importance of Transaction Sources
• Auto Invoice Setups and common issues
• Different statuses of receipts
• Auto Lockbox setups and exceptions
• Flexfields in FA
• Mandatory Setups in FA
• Mass Addition Process
• Types of Assets
• Corp Book Vs Tax Book
• Prorate Convention
• What is Amortization
• Can we reopen FA period?
• Auto Reconciliation Setups in CM
• Bank Statement import 
• External Transactions
• How to manage Bank Charges?

Multi Period Accounting(MPA)

Multiperiod Accounting (MPA) in Oracle Fusion is a feature that allows users to create accounting entries for a single financial event across multiple accounting periods. It can be useful for situations where a single transaction spans multiple accounting periods, such as prepaid expenses.

There are certain expenses which are incurred once but you want to apportion those expenses over a period of time. Ex: Software licenses, if you purchase a software license which is valid for one year.

Setups Required: In case we want to use Pro-rate expenses by number of periods we don’t to need to configure anything, this is a default setting. If you want apportion the expense based on a number of days in a month, then custom SLA setups are needed.

MPA Process Steps

• Create AP Invoice
• Provide Multiperiod Account details like Start Date, End Date and Accrual Account 
• Validate and Account the invoice
• Run “Create Multiperiod Accounting” program
• View Accounting to check the Accounting Entries

Create AP Invoice

Click on Lines

Distribution Combination account should be Invoice Charge account (Software Expense).

As far as Multiperiod accounting is concerned we need to enter few more details, click at View à Columns à Show all

Go to Multipeiod Accounting tab

Save à Validate à Post to Ledger

Click View Accounting

Run “Create Multiperiod Accounting” program

Ok à

Update parameters

Submit

Once it is process it will create Multi period Accounting Execution Report we can check output to see journal entries, we can also check it at Invoice level as well.

Journal Entry

Initial Entry                       Deferred Item Expense A/C Dr                  12000                    (Accrual Account)
                                                          To Liability A/C                                            12000

Month1                             Item Expense A/C Dr                     1000
                                                          To Deferred Item Expense A/C                 1000

Month2                             Item Expense A/C Dr                     1000
                                                          To Deferred Item Expense A/C                 1000             and so on

Note: Deferred Item Expense Account is an Accrual Account provided at the time of invoice creation under Multiperiod Accounting section in invoice lines.

Item Expense Account is provided in Invoice lines under Invoice Distribution Combination.

Adjustments in Fusion Receivables

What is an Adjustment in Fusion Receivables?

An adjustment is a manual or automatic billing update that increases or decreases the balance on a transactions such as an invoice, debit memo, chargeback or a credit memo. We can make either positive or negative adjustments to your invoices.  We can approve adjustments that are within approval limits and give pending statuses to adjustments that are outside approval limits. We can automatically write off debit items that meet specific selection criteria.

Configurations required:

·       Setup Approval limits for User - Approval limits are going to determine whether a user can approve adjustments. These are defined by document type, amount and currency.

§  A document type - can be adjustment, or it can be something like credit memo refund or receipt write off.

§  Amount - Amount can be part of a defined range. the range can go from a negative number to a positive number.

§  Currency - Approval limits are going to be specific by currency. There will be different limits for the US dollar, for the Euro.

·       Receivable activity for Adjustment - this configuration in the Receivables application allows to generate accounting distributions. 

Setup Approval Limits

Task: Manage Approval Limits

Positive Amount Adjustments: If you want to increase the Invoice amount, then enter positive amount in Adjustments screen. For ex: additional charges

Negative Amount Adjustments: if you want to decrease the invoice amount, then enter negative amount in Adjustments screen. For ex: to reduce customer invoice balance.

Setup Receivables Activity for Adjustment

Task: Manage Receivables Activities

 

Which types of Adjustments can be processed in Receivables?

• ·       Invoice - This means that the adjustment amount will be applied to the entire invoice.
• ·       Line - The adjusted amount is prorated across all lines. If the adjustment includes tax, then the amount is prorated across lines and tax.
• ·       Charges - the adjusted amount is applied to the charges amount on the invoice. Again, if the adjustment includes tax, the amount is prorated across charges and tax.
• ·       Tax - the adjusted amount is applied to the tax amount
• ·       Freight - The adjusted amount will be applied to the freight amount

How to make manual adjustments?

Go to Transactions à Actions à Manage Adjustments à

Click + to create an adjustment and provide details as mentioned in the above screenshot

Click Submit

How Adjustment Feature works in Oracle?

There is no approval workflow in Oracle for Adjustments. Any user who has approval limits assigned for Adjustment document type can create adjustment in Receivables. If the adjustment amount is within approval limit, that adjustment gets automatically approved. In case user does not have approval limit for the adjustment amount, when user submits adjustment it is processed with a status as “Pending Approval”. Any user who has that approval limit can approve it, user does not need to be any supervisor or manager.

COA Structure Vs COA Structure Instance

What is Chart of Accounts Structure?

The Chart of Accounts (COA) is the account structure the organization uses to record transactions and maintain financial account balances. GL defines the COA structure in the Accounting Flexfield. The structure enables the organization to categorize accounting information during the recording process.

We are generally confused about about COA Structure and COA Structure Instance in Oracle fusion.

Let us try to understand the significance of both

Chart of account is called accounting flex field and is used for financial reporting of an organization. In chart of account you have to define your segment. Segments are different dimensions of a business. They capture the different element of a business for financial reporting purpose. For example Company, Accounts ,cost center, Product line etc. capture the financial position of a company with different reporting tools.

In each segment of Chart of Account you have to mention two important things- Segment level and Value set code.

Segment level is a qualifier for a segment .This qualifier tells how the segment is be used while creating a financial report. For example if the segment is enabled as a primary balancing segment -then for each and every journal and accounting the segment values should be balanced. Balanced means the debit and credit amount should be same for this segment.

You can notice here that-for each segment we are also assigning a unique value set code. Value set codes contents values for each segment.

Now question is if we have decided our segments and value set code at COA Structure level what is the use of Chart of Account structure instance.

Let us understand carefully.

What is Chart of Accounts Structure Instance?

Chart of Account instance gives us flexibility to design our Accounting hierarchy multiple times with same COA Structure. For example we are implementing Chart of account for a big MNC. They have business operation in different countries and so they have country specific financial reporting requirement for each country.

We can use the same structure and create multiple structure instance for different countries. That means we can create one to many relationship between COA Structure and COA Structure instance.

For ex:  you can see the value set code-it is defaulted from COA Structure definition. But here at instance level you have the flexibility to change the value set code. You can assign a new tree structure or account Hierarchy as per country specific requirement.

Though we are using the same COA structure still we can change the complete financial reporting simply by assigning a different Accounting tree at COA instance level.

We can create as many as COA Instances with same COA Structure. That is the significance of Chart of Account structure instance.

How to move OTBI report from one instance to another?

Oracle Fusion has provided a feature to migrate OTBI reports from one Instance to another Instance. Source code migration is very easy process in Oracle fusion. Migration process helps in Cloud Implementation projects where we have to migrate hundreds of reports from one instance to another instance like from Dev instance to Prod instance. This is one of the great feature for OTBI reports migration.

Step1: Go to the OTBI Report which you want to migrate from one Instance to Another.

Step2: Select the OTBI Report.

Go to Source Instance(means from which instance you want to migrate)

Select report and click More. Click on Archive

System will ask these below options that if you want to keep same permissions like this instance then you should check this checkbox. like the same for Timestamps.

Check both and click Ok

It will be saved. You can save this report in your local desktop.

Step 3: Go to the Target Instance in which we want to migrate this Report Source Code.

This is the Folder in which I want to upload these Reports Source.

Select folder and click Unarchive

Select the file which you saved the file on desktop and then click ok.

OTBI Report has been Upload in the Folder in the Target Instance.

Our OTBI report migration process has now completed and we can see the OTBI reports in Target Instance.

Masking of Bank Account Numbers in Oracle Fusion

There could be a business requirement in any organization where in the bank account information should not be displayed completely for all the users, only the users who setup the bank account might have or should have access. Only last few or first few digits of the bank account to be displayed and remaining digits should be masked.

We have different setups for internal bank accounts and external bank accounts masking.

Internal Bank Accounts Masking

Internal Bank Accounts are those we use to make payments to suppliers or to receive cash collections from customers.

Set the profile option “Mask Internal Bank Account Numbers” using Task “Manage Cash Management Profile Options”

Setup

Go to Setup and Maintenance à Search à Task: Manage Cash Management Profile Options

Search

This can be set at Site level and we would like to set the “Display Last Four” and remaining to be masked.

Save and Close à Done

Go to Internal Bank Account Setup Screen

Task: Manage Bank Account à search for any bank accounts

We can see the digits are masked, not only in this screen, wherever applicable like in AP, AR Receipts screen or Cash Management or any Bank statement screen. In all the screens we will be able to see only last four digits and other digits as masked.

External Bank Accounts Masking

In order to mask the External Bank Account Numbers we need to use the setup called “Manage System Security Options”

Task: Manage System Security Options

Save and Close

Click Yes (Process takes some time to complete it).

Check Supplier and Customer bank accounts

ss

Order To Cash (O2C) Process in Oracle Fusion

The Order to Cash flow is the complete process of entering an order into the system (Sales Order), delivery the good(s) (Shipping), and then producing the Invoice for the goods. 

O2C Flow: Modules Involved

O2C Process Steps

• Receive Sales Order
• Book Sales Order
• Pick Release
• Ship Confirm
• Sales Returns
• Sales Invoice
• Receipt
• Reconciliation

Book Sales Order: Booking of the Sales order is done through Order Management and as the order progresses, users can track the status of the order.

Pick Release: Moving stock from Sub Inventory to Staging Area. Pick Release finds and releases the order and creates a move order request. The process of transacting move orders creates a reservation against the source sub inventory.

Ship Confirm: Moving stock from staging to customer address. Ship confirm is the process of confirming that items have shipped. Shipping Execution confirms that the delivery lines associated with the delivery have shipped.

Sales Returns: if are there are any returns from customers, they are recorded as Sales Returns.

Sales Invoice: Sales Invoice is created in AR based on Sales Order information in OM. Auto Invoice is a program which is used to import the Sales Orders from OM to AR as Sales Invoices.

Receipt: Customers make the payments based on sales invoices which is recorded as a receipt in AR.

Reconciliation: Receipt is reconciled with a bank statement line in Cash Management.

Some Key Setups in O2C

AR

• Assign Inventory Organization to BU
• Complete Invoice and Customer related setups

OM

• Setup Order Management Parameters
• Release Sequence Rules
• Pick Slip Grouping Rules
• Define Ship Confirm Rules
• Picking Rules and Rule Assignments
• Create Pick Wave Release Rules
• Create Staging Sub Inventory
• Shipping Parameters
• Create Carriers (Shipping Methods)

Pricing

• Price List
• Pricing Segment
• Pricing Strategy
• Customer Pricing Profile
• Pricing Segment
• Pricing Strategy Assignment

O2C Journal Entries

When customer places the order –No JE

When Booking the Sales Order –No JE

Pick Release- Check the available unit in Inventory and the quantity ordered by the customer

    Inventory Stage A/c……………Debit

    Inventory Finished goods a/c…..Credit

Ship Confirm(Sales order issues item): where we ship the product to customer site and decreases the Finished Goods inventory

    COGS A/c ……………Debit

    Inventory Valuation A/c………Credit

When invoiced customer

    Receivable A/c………………Debit

    Revenue A/c…………………Credit

AR Receipt

Receipt Confirmation A/c ………Debit

Receivables A/c………………….Credit

At Receipt Reconciliation

Cash A/C………………………Debit

Receipt Confirmation A/c…….Credit

Procure To Pay(P2P) Process in Oracle Fusion

What is P2P?

The Procure to Pay cycle is vital to an organization as in this process the organization buys and receive goods or services from its vendors and makes necessary payments. Procure to Pay refers to recording the journey of transactions from requisitioning and procuring goods and services from suppliers to receiving them at their destination. The supplier invoices are raised for the purchases, and payments are recorded and reconciled against bank statement, concluding the process.

Though the Procure to Pay process originates in the Procurement business area, it is an integral and essential part of the payables business function as well. Starting from collating requisitions into the purchase order to the final payment against goods or services procured, both procurement and accounts payables team members have a keen interest in ensuring that every process is well optimized for savings, efficiency and building value.

P2P Process: Modules involved

Financials: AP, FA, CM, GL

SCM: INV, PO

Where is the Procure to Pay Process performed?

The P2P process spans across multiple departments within an organization. It starts with an employee in any department requesting goods or services or with the Manufacturing department creating demand on planned/actual orders. From there, it flows through Purchasing and then ends in the Payables Department. 

P2P Process Steps

• Create Requisition
• Approve Requisition(by approver)
• Request for Quotation(RFQ)
• Receive Quotations
• Quote Analysis(chose best quote)
• Create Purchase Order
• Approve Purchase Order
• Send PO to Supplier
• Receive Material from Supplier(GRN)
• Purchase Returns (if any)
• Check on hand quantity
• Creation of Payable Invoice with Match PO Lines
• Invoice Payment to Supplier
• Transfer to GL
• Reconciliation with Cash Management

Some Key Setups

• Assign Business Unit Business Functions for Procurement and Inventory
• Create Item Master Organization
• Create Inventory Organization
• Configure Procurement Business Functions (Purchasing Options in EBS)
• Configure Requisitioning Business Functions

• Setup Common Options for Payables and Procurement

• Setup Receiving Parameters (Receiving Options in EBS)
• Setup Procurement Agent
• Manage Buyer Assignment Rules
• Setup Account Rules (PO-TAB: Transaction Accounting Builder
• Map Account Rules to Account Types
• Assign TAB to Primary Ledger
• Create Sub Inventories
• Create Item Class
• Create Item

P2P Journal Entries

Purchase Requisition no JE

Request for Quotation no JE

We prepare a Purchase Order against best RFQ no JE

At Goods Receipt Note(GRN)

    Receiving Inventory A/c………Debit
              AP Accrual A/C………Credit 

When we are moving the Goods from Staging area to Sub-Inv or Delivery happens

    Material A/C..............Debit 
              Receiving Inventory A/C....Credit
While Creating the Invoice

    AP Accrual A/c………….Debit
              Liability(Supplier) A/c………Credit

While making payment to supplier

Liability(Supplier) A/C…………… Debit
              Cash Clearing A/c…………….Credit 

When reconciling

Cash Clearing A/C...................Debit
              Cash A/C............................Credit

Customer Numbering in Fusion

I am going to explain about Customer Numbering in this post. When we create customers in Oracle, system automatically creates the customer number.

Customer number is the unique number assigned for each customer when it is created. We can also set our custom sequence for the customer number in Oracle.

How to set Customer Numbering for Party, Account and Site levels?

Best practice is to have 1XX series for Party, 2XX series for Account and 3XX series for Site. Generally clients have same series across application, we can still have customer numbering generated at LE/Ledger level(this is very unlikely). This can be achieved by selecting determining type while defining document sequence. Clients generally go for same series across application.

Task: Manage Document Sequences

BILLING_ACCOUNT_NUMBER = Customer Account Number

PARTY_SITE_NUMBER = Customer Site Number

REGISTRY_ID = Customer Party/Registry Number

BILLING_ACCOUNT_SITE_USE_NUM = Site Uses Number

How to override Customer Numbering? There is a profile option which allows to override customer numbers.

Task: Manage Administrator Profile Values

Below are the profile option codes used for generating the numbers for Party, Customer Account and Party Site

·       For Party Number: HZ_GENERATE_PARTY_NUMBER (Profile Option Name: Party Number Generation)

·       For Customer Account Number: HZ_GENERATE_CUSTOMER_NUMBER   (Profile Option Name: Customer Account Number Generation)

·       For Party Site Number: HZ_GENERATE_PARTY_SITE_NUMBER  (Profile Option Name: Party Site Number Generation)

What are the various available values for the above mentioned Profile Options?

Available Options:

• Auto numbering, update not allowed       - The number is automatically generated and is not editable
• Auto numbering, update allowed            - The number is automatically generated and is editable
• No auto numbering, update not allowed   - The number is automatically generated and is not editable
• No auto numbering, update allowed        - The number is not automatically generated and can be entered manually