mini lesson on defining accounting flexfield
TRANSCRIPT
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Mini-Lesson on Defining
the Accounting KeyFlexfield
Andy Diamond
DARC Corporation
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Agenda
What is a Key Flexfield?
The Accounting Key flexfield.
Steps to define a Flexfield.
Critical Setup Options:
Value Sets, Segments, Qualifiers, Values.
Related Setup options.
Terminology.
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Key Flexfields..
Share common information across many
applications.
Are used by the applications as identifiers.
Are required by the application.
Usually consist of multiple segments, each of
which contains meaningful information.
Appear as a regular field with concatenated
values.
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The Accounting Key Flexfield..
Setup is the first step to EVERY implementation.
Is used by every application within Oracle.
Is the key driver for a companys financial
reporting.
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Key Flexfields
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An Active Key Flexfield
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Steps to Define a Flexfield
Plan the Flexfield.
value sets, segments, prompts, order.
Define and set up the Value sets.
check to see if there is already a value set definedthat would meet your needs.
Define and set up the Structure and the Segments. freeze and compile the flexfield.
Define the Values for the Value Set if appropriate.
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Value Sets..
Are used throughout the applications. Require a Value Set Name and description.
Ask for list type and security type.
Allow you to choose Format Validation.
Provide size and value limitations.
Provide method for validation.
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Company Value Set
Setup > Financials > Flexfields > Validation > Sets
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Long List Enabled
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Defining the Flexfield Structure
Give your flexfield a code, title and a meaningful
description.
Or use the existing code and title.
Select a view name if a view is desired. Make sure that the flexfield is enabled.
Choose a segment separator.
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Defining the Flexfield Structure
Decide if Cross-Validation will be used on this
flexfield.
Decide if Dynamic Insertion will be used on this
flexfield. If using Rollup Groups, specify whether to Freeze or
not.
Further define each of your segments.
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Key Flexfield Segments
Setup > Financials > Flexfields > Key > Segments
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Key Flexfield Setup
Company
01 Company
02 Company
Account
1000 Cash
2000 Payables
4000 Revenue
5000 Payroll
6000 Expenses
Cost Center
1000 CC
2000 CC
Future
00000
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Defining the Flexfield Segments
Designate the order of the segments.
Provide a name and description for each segment.
Click on Enabled and Displayed.
Assign column name (segment number in table).
Assign the appropriate Value set.
Provide prompts for windows and lists.
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Key Flexfield Segments SummarySetup > Financials > Flexfields > Key > Segments (Segments Button)
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Defining the Flexfield Segments
Choose whether this segment should be Indexed.
Choose defaults, if applicable.
Choose whether Security should be enabled for this
segment. Choose Display and Description sizes.
Assign Segment Qualifiers to the appropriatesegments.
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Key Flexfield SegmentsSetup > Financials > Flexfields > Key > Segments (Segments Button,
Open Button)
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Key Flexfield Qualifiers
Key Flexfield Qualifiers
Accounting Key Flexfield
Cost Center Segment (Cost Center/Dept)
Natural Account Segment (Account)
Balancing Segment (Company)
Intercompany Segment (Division)
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Defining Flexfield QualifiersSetup > Financials > Flexfields > Key > Segments (Segments Button, Flexfield
Qualifiers Button)
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Defining the Values in the Value Set
Provide valid values and descriptions for each
independent segment.
Values are limited to validation set rules.
Identify parents and related child ranges.
Assign rollup groups and hierarchy level.
Choose segment qualifiers:
Posting Allowed Options Account Type
Reconciliation / Control
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Defining the Values in the Value SetSetup > Financials > Flexfields > Key > Values
K Fl fi ld V l
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Key Flexfield ValuesSetup > Financials > Flexfields > Key > Values (Find Button)
D fi i th Li t f V l
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Defining the List of Values
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Cannot Change Values
L th f V l i f d
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Length of Values is enforced
S Q lifi
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Segment Qualifiers
Value Set value qualifiers.
Allow Budgeting:
Designate if a child value allows posting for budgets.
Allow Posting Designate if a child value allows posting for actuals.
Account Type:
Specify Asset, Expense, Liability, Ownership /Stockholders' Equity or Revenue for each value.
Indicates whether an account balance should close out at theend of a year or roll forward.
S t Q lifi
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Segment QualifiersSetup > Financials > Flexfields > Key > Values
A S Q lifi
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Account Segment Qualifiers
P V l
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Parent Values
Assign child values to each parent value
entered.
Choose to assign values in ranges or
individually.
Assign ranges of Child Values or Parent
Values. Child Values is most effective. View Hierarchies as required for validation.
P t V l
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Parent Values
D fi i Child R
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Defining Child Ranges
Vi i V l Hi hi
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Viewing Value Hierarchies
Defining Rollup Groups
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Defining Rollup GroupsSetup > Financials > Flexfields > Key > Groups
A i i R ll G
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Assigning Rollup Groups
S it R l
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Security Rules
Apply to a responsibility.
Includes all of the forms and reports assigned to that
responsibility.
Apply to one segment of your Flexfield Structure.
Fields on the form:
Name and Description of the Rule
A Message for the user to see Range of Values to be included
Range of Values to be excluded
Enabling Security on the Value Set
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Enabling Security on the Value Set
Enabling Security on the Segment
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Enabling Security on the SegmentSetup > Financials > Flexfields > Key-> Segments (Segments Button, Open Button)
Defining Security Rules
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Defining Security RulesSetup > Financials > Flexfields > Key > Security > Define
Assigning Security Rules
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Assigning Security Rules
Assign a rule to a responsibility of an application.
Fields on the Form:
Application that owns the Responsibility
Responsibility to be restricted Name of the rule to assign
The description and message for the rule you haveselected are displayed at the bottom of the form.
Assigning Security Rules
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g g ySetup > Financials > Flexfields > Key > Security > Assign
Security Rule Message
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Security Rule Message
Cross Validation Rules
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Cross Validation Rules
Apply to every user.
Cross multiple segments.
Fields on the Form:
Name and description of the rule
Error Message for the user
Error Segment for the cursor
What to include or exclude
Cross Validation Rules
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Setup > Financials > Flexfields > Key > Rules
Enabling Cross Validation
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Enabling Cross Validation
Cross Validation Rule Message
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Cross Validation Rule Message
Using an Alias
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Using an Alias
Used to speed data entry.
Used to minimize user mistakes. Fields on the Form:
Title and Structure of the Flexfield
Shorthand Enabled Box Max Alias Size
Prompt
Name of the Alias Template
Description
Defining an Alias
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gSetup > Financials > Flexfields > Key > Aliases
Using an Alias
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g
Choosing an Alias
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g
Dynamic Insertion
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y
Dynamic Insertion Not Enabled
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y
Choosing an Existing Combination
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Watch out for this stuff:
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Security Rules limit access to values.
Set of Books screen Define / look up Key Values
Cross Validation rules do not prevent use of existing
combinations. With Dynamic Insertion, cross validation rules are
imperative. Combinations are created on the fly.
Without Dynamic Insertion, cross validation rules arenot required. Combinations are created individuallyas required.
Next Steps
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Create your new set of books
Currency and Calendar
Define Set of Books
Assign specific accounts as required.
Next Steps
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Next Steps
In System Administrator:
Create a new responsibility
Assign GL Set of Books Profile Option to new
responsibility. In new GL Responsibility:
Create new combinations if desired (and not usingdynamic insertion)
Start using GL. Begin setup of Multi Org.
Profile Options
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p
Flexfields:Shorthand Entry
Flexfields:Show Full Value
Flexfields:Open Key Window
Flexfields:Autoskip
Currency: Thousands Separator
Currency: Negative Format
Currency: Positive Format
Terminology
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Value Sets a group of values for a single segment. Value
sets have validation rules for segments, such as size ofsegment, valid characters and the order. A value set containsall the valid values for a segment.
Segment - a portion of the accounting flexfield that holds one
dimension or reporting view of data. Segments should onlyhold one dimension, such as a company or account.
Accounting Flexfield Oracles term for Chart of Accounts
aflexible, user defined field to hold your account number. Segment Value a value within a segment that represents a
data point. An individual Cost Center is an example of a
segment value.
Terminology
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Combination or Account Combination the accountingflexfield with a single value populated in each segment. Alsoreferred to generically as the Account.
Cross Validation Rules user defined rules to prevent theuse of certain combinations of accounts for any user within a
set of books. Security Rules user defined rules to prevent the use of
segment values by certain users or responsibilities.
Alias a user defined, often alphanumeric, term that refers toan account combination. Simplifies data entry by allowing theselection of a name instead of typing an account combination.
Set of Books Oracles term for a financial book. Made up ofthe three Cs (Currency, Calendar and Chart of Accounts).
Questions????
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Thank You!
Andy [email protected]
DARC Corporationhttp://www.darc.com/