Assets FAQ Create Accounting R12

1.How To Transfer The Journals To GL That Have Already Previously Been Accounted By Create Accounting?

Answer:

Create Accounting does have the option to transfer to GL for the user's convenience to allow both in a one-step process. If Create Accounting was run successfully with this parameter set to No, the records will not be picked up again when Create Accounting is run again.Instead, one needs to run program Transfer Journal Entries to GL - Assets to transfer any accounting that is created in Final mode, but not transferred.

Navigate: Fixed Assets Responsibility > Other > Requests > Run > Select and Submit the Transfer Journal Entries to GL - Assets program (FAGLTRN) with parameters to include the journal entries to be transferred.

If the program does not exist for the Assets request group you are using, you should be able to add it to your request group for FA.

- Log on Sysadmin responsibility
- Navigate to Security > Responsibility > Define
- Query the FA responsibility you are using
- Check the name of the Request Group assigned to it
- Back to the menu, navigate to Security > Responsibility > Request
- Query the Request Group
- Add the program Transfer Journal Entries to GL - Assets to the list from the LOV.

Save the changes.
Now you can run the program Transfer Journal Entries to GL - Assets.

2.How Is Depreciation Catchup Charged In Period Of Addition sent To GL In Release 12?

Answer:

When an asset is added as Expensed with backdated Date Placed in Service ,the application calculates depreciation catchup in the period of addition.

In Release 11i, this depreciation catchup is part of the Depreciation Journal which is created after running Depreciation.

For example, an asset is added in period SEP-08 as Expensed with cost =1000 and Prorate date= 01-JAN-2008 .
Depreciation Method is Table based on Cost with rate=0.5 in first year
Depreciation catchup is charged for January 2008 to August 2008 = 1000 * .5 /12 * 8 = 333.33

Hence in release 11i following Journal entries are sent to GL:

Addition Journal in R11i

Dr. Asset Cost 1000.00
Cr. Asset Clearing 1000.00

Depreciation Journal in R11i
Dr. Depreciation Expense (Adjustment) 333.33
Dr. Depreciation Expense 41.67
Cr. Accumulated Depreciation 375.03


In Release 12 , with the SLA model , behavior has been changed : the expense is allocated to the event that drove it.
As the backdated addition is what spawned the depreciation catchup , it is now tracked at the event level for that
transaction accordingly.

This is the reason why the depreciation catchup is included in the Addition Journal

Addition Journal in R12

Dr. Asset Cost 1000.00
Dr. Depreciation Expense (Adjustment) 333.33
Cr. Asset Clearing 1000.00
Cr. Accumulated Depreciation 333.33

Depreciation Journal in R12

Dr. Depreciation Expense 41.67
Cr. Accumulated Depreciation 41.67

3.Can the Payables Code Combination Identifier (PAYABLES_CCID) be used as a source for accounts other then the Asset Clearing account?

Answer:

No, it cannot be used as a source for any other account then the clearing account as the PAYABLES_CCID is not loaded for e.g. the Cost account. It is only loaded for the Clearing account. Validate Application Accounting Definitions and Create Accounting will not fail, it will just simply not load and use it.

It would also be problematic as e.g. what would happen if a second invoice with a different Clearing Account from AP would be added or if a source line transfer would be performed or a retirement? The system could only use one CCID.

Instead, there are 2 other options available:
1. One can use the value in the Expense account combination entered in the Prepare Mass Additions form or
2. Set up a descriptive flexfield to contain that value set and enter the segment value there when creating the asset.

4.How to setup the secondary ledger so that the results of the corporate FA book journals to be generated for the secondary ledger also?

Answer:

Perform the following steps in order that the secondary ledger to have generated the journals corresponding to the corporate book:

a. Go to Accounting Setup Manager form from FA responsibility:
(N) Setup > Financials > General Ledger > Accounting Setup Manager > Accounting
Setups

b. Query for your ledger.

c. Press Update button for your Secondary Ledger.

d. In the ledgers form, press Update button for Subledger Accounting Options of your secondary ledger.

e. For Assets application press Update Accounting Options button.

f. Ensure that Subledger Acounting Enabled and Use Primary Ledger Amounts options are set to Yes. If they are not set to Yes then please set them and press Apply button.

g).Go to the Assets application and submit again Create Accounting request for the corporate book as Draft and with
Detail level. You should be able to see now in the Create Accounting output the secondary ledger journals associated with the corporate book.

5.R12: How To Transfer Reconciliation References From FA Subledger To GL?

Answer:

Navigation: Setup > Financials > Subledger Accounting > Accounting Methods Builder > Journal Entry Setups > Journal Line Types

a. Query a seeded Journal Line Type and copy it by clicking on the Copy button at the bottom left of the form

b. Give your Journal Line Type code, name, and description a meaningful name.

c. Click on the Accounting Attribute Assignments button at the bottom right of the form

d. Pick a source for the Reconciliation Reference

e. Save.

Navigation: Setup > Financials > Subledger Accounting > Accounting Methods Builder > Methods and Definitions > Journal Line Definitions

f. Link the Journal Line Type just created to the Journal Line Definition. Copy a seeded one and create your own if needed.

g. Assuming that the JLD is already linked to the Application Accounting Definition, validate the Application Accounting Definition either in the form or via the concurrent program 'Validate Application Accounting Definitions'.
Assuming also that the Application Accounting Definition is already linked to the Subledger Accounting Method which in turn is already linked with the ledger, Create Accounting can now be run.

h. Once Create Accounting, Journal Import and the Post program in GL have completed, one can reconcile either manually or run Automatic reconciliation in GL.

6.How to avoid the transfer to GL of the journal entries related to the tax book in R12 ?

Answer:

This is the intended functionality to create the accounting entries in SLA for both the corporate book and the tax book as it is required for reporting. However, the accounting entries for the tax book can be prevented from being transferred to GL by keeping the check box 'Allow GL Posting' unchecked for the tax book in the Book Controls screen.

7.The CODE_COMBINATION_ID column in the FA_ADJUSTMENTS table contains NULL values in Oracle Applications Release 12 Why ?

Answer:

This is one of the main changes related to Subledger Accounting (SLA) in R12. The account combination is generated during the Create Accounting process and it is stored in the SLA tables.

The CODE_COMBINATION_ID column is now populated only for:
- Unplanned depreciation
- Cost clearing account for invoice lines from Payables (AP)

8.How to Show The Error Messages In The Create Accounting For Assets Program If It Completes With Warning ?

Answer:

To show why the 'Create Accounting - Assets' program completed with warning, re-run it with the parameter 'Report' value set to 'Detail' or to 'Summary' to show the error number and error message in the 'Subledger Accounting Program Report.'

Mass Additions Create FAQ's R12

Mass Additions Create FAQ's:



1. How often can you run Mass Additions Create during an open period?

A: You can run Mass Additions Create as often as you like during an open period.  You should run the create program regularly so that you do not have an excessive number of invoice distributions to review at one time.
   
2. What data is transferred when an invoice line becomes a mass addition line?

A:There is confusion over the actual data that is sent from the invoice line into the mass addition line.Here is a quick guide to the important fields that exist on the Prepare Mass Additions form and what they represent:
Invoice Number - This defaults from the invoice header.
Line Number - This defaults from the invoice distribution line number.
Queue - All Mass Additions from AP come in on the NEW queue.
Description - This corresponds to the invoice line distribution description. One mass addition line is created per invoice distribution.
Units - If the invoice is not matched to a purchase order then mass addition lines will be created with a default of one unit.
Cost - This will match the invoice line distribution amount.
Category - This will ONLY be populated if the item on your invoice line is defined in Oracle Inventory with a default category. Normally this field is NULL.
Supplier Name and Number - These default from the invoice header.
PO Number - This will be populated if the invoice is matched to an Purchase Order.
Source Batch - This will be populated if you entered a Batch Name when as a Parameter when running the Payables Transfer to GL.
Project Number - This will contain the Project Number if the line came from Oracle Projects.
Task Number - Oracle Projects field.
Create Batch - This number represents the concurrent request id of the Create Mass Additions run that created the line.
Create Date - This is the same as the invoice date.
Source System - This is how we can tell where the line originated e.g. Oracle Payables.
Invoice Date - This is populated from the invoice.
Clearing Account - This will contain the invoice line distribution GL Account that would correspond to an existing Asset Categories Clearing Account segment.
Asset Type - This is defaulted from the asset category - e.g Capitalized if the invoice line matched an Asset Clearing Account and Expensed if the invoice line was an expensed item that was tracked as an asset.
Book - This is defaulted from the book that Mass Additions Create was run.
Depreciate - This is automatically checked if the asset type is capitalized and not checked if the mass addition line is of type Expensed.
Date in Service - This depends on the sysdate.
  
3. Mass Addition Lines have been created but the log file shows a warning about the number of units being invalid. What does this mean?

A: If an invoice is not matched to a Purchase Order then Mass Additions Create will always create a mass addition line with one unit and you would get a warning in the log file along the lines of:
Invoice ID: 119788 Distribution Line Number: 10 Warning!
Warning: Invalid Units. Mass Additions created with 1 unit
Cause: The invoice line from which you created a mass addition has units greater than the limit of 9999, null units or fractional units.
When an invoice line is not matched to a Purchase Order, the units associated with the invoice line are NULL. In Oracle Assets, the units column is required to permit the assignment of depreciation expense account distributions.  Therefore a default value of 1 is assigned to these lines.
  
4. How is the DPIS for the mass addition line determined?

A: You may expect that the date placed in service should be the invoice date, however this is not true.
If the sysdate is in the current open period, the default date placed in service is the calendar date you enter the asset.  If the calendar date is before the current open period, the default date is the first day of the open period.  If the calendar date is after the current open period, the default date is the last day of the open period.  You have the choice of accepting this date or entering any other date in the current accounting period or any prioir period.  You can never add assets with a future DPIS.  You can change the DPIS at any time.  If you change it after depreciation has been run, Oracle Assets treats this as a financial adjustment and the depreciation reserve is recalculated accordingly.
 
5. What is the 'Track As Asset' flag for on the invoice line?

A: If you enter an Asset account on the invoice line, then the track as asset flag will automatically be checked.  However only Asset accounts that are setup as asset clearing accounts are accepted by the Mass Additions Create Program.
If you want to send expensed lines over to Assets i.e. lines that will become expensed assets and not depreciate then you can manually check the Track as Asset box and these will be picked up by the Mass Additions Create program as Expensed lines.

 
6. Can I create Mass Addition lines from invoices in AP that were submitted for approval but placed on hold?

A: Invoice lines with certain types of holds can still be sent to Oracle Assets.  For details on the different types of holds please review Appendix E in the Oracle Payables User Guide.
   
7. How To Run Mass Additions Again In AP For Data Already Flagged For FA?

A: You need to run the Create Mass Additions Process again but the standard process for running Create Mass Additions is that once it is run, it can not be run again. The Create Mass Additions process flags the invoice distributions as already tested for FA, and will not pick them up the next time it is run. The question is how can you update the data to allow the process to run again. Please contact Oracle Support Services for assistance updating tables using SQL
 
8. Mass Additions Create created duplicate lines. How did this happen?

A: The problem could be the fact that several Mass Additions Create Programs were submitted in parallel and the Concurrent Program Definition for the executable APMACR is not incompatible with itself.
Login to System Administration responsibility and set the program to be incompatible with itself under concurrent>program>define. Auto Install does not set the incompatibility of this program.

9. How is the PO information transferred to FA?

A: If you created an invoice based on a PO then FA will take this information from AP.
However, if your PO and your invoice are not associated in AP and you just need to add the PO number or other data then you will need to enter this information in the descriptive flexfields. You can only use ATTRIBUTE column from 1 to 15 in FA_MASS_ADDITIONS.

R12: Standard Reports and Listings for General Ledger - Examples

Account Analysis - (132 Char)  
 
This report prints the journal entry lines and beginning and ending balances of the accounts you request. For each journal entry line, the report prints the source, category, batch name, journal entry name, account, description, entry/line/source item reference information, and the debit or credit amount.