1. 1 You CAN Change Your Accounting Flexfield Melanie Bock Consultant melaniejbock@cs.com July 2004 NorCal OAUG

2. 2 Introduction You can change key setups such as flexfields, calendar, and org structure without re-implementing –Re-implementing requires data conversion Objective of this presentation: accounting flex change

3. 3 Agenda Tables with chart of accounts data Rules for changes Types of changes Case studies Main features in core Financial and Manufacturing modules

4. 4 Tables with Chart of Accts Values and descriptions Account combinations Ranges of values Concatenated values Miscellaneous

5. 5 Column Naming Segment Segment value Range low/high, value low/high Bal seg, company Account, acct Cost center Concatenated

6. 6 Sample Accounting Flex CompanyDepartmentAccount 10 US100 Manufacturing1010 Cash 20 Canada200 Operations1020 Trade AR Dash is separator 10-000-1010 3 segments with value sets

7. 7 Values and Descriptions fnd_flex_values flex_value_set_idvalueflex_value_id 1002001 (dept)1002001 1002001 (dept)2002002 1002002 (account)10102003 1002002 (account)10202004 flex_value_iddescriptionlanguage 2001ManufacturingUS 2002OperationsUS 2003CashUS 2004Trade ARUS fnd_flex_values_tl

8. 8 Values - Dependent fnd_flex_values flex_value_set_id parent_flex_ value_low (acct for subacct) valueflex_value_id 1002002 (account)10102003 1002002 (account)10202004 1002003 (subacct)10100012005 1002003 (subacct)10100022006 1002003 (subacct)10200012007 1002003 (subacct)10200022008

9. 9 Combinations gl_code_combinations code_combination _id segment1 (company) segment2 (dept) segment3 (account) 10001100001010 10002100001020 10003101007010 10004102007010 Table also has chart_of_accounts_id

10. 10 Values Expense report approvals ap_web_signing_limits employee_idcost_centersigning_limit 120581005000 1748520010000

11. 11 Values FA category accounts fa_category_books asset_cost_account_ccidasset_cost_account 125031710 248601720 Same table has several other accounts

12. 12 Other Tables with Values Stat units of measure Journal balancing segment values Recurring journals Mass allocations Intercompany accounts, elimination sets, and other GIS setup Revaluation gain/loss (11.5.9+) Translation balancing segment values

13. 13 Other Tables with Values FSG column set overrides AP credit cards Tax reporting entities (balancing segment values) AR AutoAccounting constants FA book controls (ie gain/loss) PA lookup sets for AutoAccounting

14. 14 Ranges of Values PO approval groups po_control_rules segment 1_low segment 1_high segment 2_low segment 2_high segment 3_low segment 3_high 009910019970008999 009920029970008999

15. 15 Ranges of Values – some null FSG row and column set accounts rg_report_axis_contents segment 1_low segment 1_high segment 2_low segment 2_high segment 3_low segment 3_high 10001999 20002999

16. 16 Other Range Tables Child ranges for parents Security rules Budget organizations Consolidation mapping Revaluation accounts FSG content sets Expense Distribution Detail (thru R11) FA mass transaction history

17. 17 Concatenated Values Item templates mtl_item_templ_attributes attribute_nameattribute_value (ccid) report_user_value MTL_SYSTEM_ ITEMS.SALES_ ACCOUNT 1012310-200-4010 Same table has 3 other accounts

18. 18 Concatenated Values Cross validation rules fnd_flex_validation_rule_lines include_exclude _indicator concatenated_ segments_low concatenated_ segments_high I-- E-100-1000-999-3999

19. 19 Other Concatenated Tables Shorthand aliases FSG report segment overrides (reports setup and run history) Expense report templates Mass allocations (type) AP credit cards

20. 20 Miscellaneous AR Auto Accounting setup ra_account_default_segments segmentsegment_numconstant SEGMENT334000

21. 21 Other Miscellaneous Summary accounts Consolidation value set mapping Optimizer PA AutoAccounting rule assignments Account Generator Descriptive flexfields

22. 22 Other Considerations Custom tables, interfaces, legacy systems, reports, programs, parameters, profile options Report wrapping or truncation ADI Multiple charts of accounts General setup changes Data cleanup Audit issues (archive data or reports) Future segments

23. 23 Rules for Changes One-to-one relationship for combinations (do not collapse) Change all sets of books with same structure Conduct separate project, not as part of upgrade Test thoroughly Never admit to Oracle you did this

24. 24 Overall Approach Process interfaces, close, run reports Load or update values Unfreeze, change, and refreeze accounting flex Update tables programmatically Make manual changes Query data in screens Re-run reports and compare

25. 25 Change Segments Add new segment at end and default in history with all zeros Variations –Drop a segment (futures!) –Combine 2 segments –Split 1 segment into 2

26. 26 Add Segment, Default 000 Setup new value set with value 000 Add segment to acctg flex and freeze Combinations –segment4 = 000 Range tables, if require values –segment4_low = 000, segment4_high = 999 Concatenated tables –Append ‘-000’ and ‘-999’, or ‘-’ Miscellaneous tables, such as add segment4 for AR AutoAcctg

27. 27 Change Values Re-number values of a segment, such as company or account Variations –Change first, middle, or last segments –Re-number multiple segments –Lengthen or shorten a segment –Rule or mapping table Often ranges require manual updates if changing values

28. 28 Re-number Companies Setup new value set with values Change value set on acctg flex and freeze Combinations –Update segment1 Range tables, if have values –segment1_low and segment1_high Concatenated tables, if have values –Change beginning of field Miscellaneous tables

29. 29 Miscellaneous Changes Change segment from number to character Change segment name Change display order of segments Change account types on natural accounts Change balancing segment or cost center segment

30. 30 Final Advice Ensure user-driven with management buy-in and sufficient user resources Analyze all data for impact Do not update code_combination_id’s Manually change low volume data and ranges that are not all-inclusive Test thoroughly It CAN be done without re- implementing