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September 30October 4, 2012

Safe Harbor Statement


The following is intended to outline our general product direction. It is intended for information purposes only, and may not be incorporated into any contract. It is not a commitment to deliver any material, code, or functionality, and should not be relied upon in making purchasing decisions. The development, release, and timing of any features or functionality described for Oracles products remains at the sole discretion of Oracle.

Copyright 2011, Oracle and/or its affiliates. All rights reserved.

Oracle E-Business Payables R12


Experience Smoother Accounting and Period Close by Proactively Eliminating Data Integrity Issues
Pier Fiorentino and Andrew Lumpe

Copyright 2011, Oracle and/or its affiliates. All rights reserved.

60 Minutes Well Spent!


Get Proactive: many Payables period close challenges can be avoided Framing the problem
Understanding the solution

Victory enabling you to be free of many known issues Additional resources, Get Proactive
Q&A

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60 Minutes Well Spent!


Framing The Problem

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Framing the Problem


Period closure is dependent on the ability to successfully process and account for your transactions R12 introduced a new accounting engine, tax engine, payment engine, supplier data model
significantly more flexible, and thus, complex. the accounting process is more sensitive to data integrity issues in the sub ledger

Data anomalies can affect your ability to perform key functions


validate invoices calculate tax process payments
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create accounting perform funds checks etc.

How the problem looks from your perspective


You have run all of your month end processing, and are now ready to close your month Suddenly, you find there are exceptions and you cant close You now log a priority SR with Oracle needing an immediate fix (or, sweep transactions, which is not always
preferable)

When you do get it resolved, you sometimes only have time for the data fix and no time for a code fix Unfortunately the problem will likely recur the following month
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The Big Opportunity


For R12 month-end related SRs 1/3 to 2/3 of the issues were avoidable rediscoveries
By avoiding you can see 50% improvement in average

These issues are routinely solved by a. a known pre-packaged Data Fix b. a known Patch But which Data fix do I need, and more so how to know in advance ?

With so many one-off patches, which ones will help me the most ?

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60 Minutes Well Spent!


Understanding The Solution

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Three Part Solution


As a Pilot evading bad weather clouds you need aid to look ahead so you have time to react You need a radar to see which clouds better not to cross An alternate route to go around the clouds
An international weather network that aids in plotting a path avoiding any bad weather from the get go The good news is that similar solutions exist for Payables Period Close
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Three Part Solution


The opportunity for a smoother month-end is within your grasp. It comprises of 3 parts:
1. 2. 3. Diagnostic The Master GDF Diagnostic (MGD) to locate known issues and problem transactions proactively (your radar) Pre-Packaged Data Fixes GDFs, for quick serviceability (alt route) Patch to prevent the problem from happening again, and eliminate other recurring issues at the root (international weather network)

Together they make the most of The Big Opportunity and eliminate many other issues beyond period-end activities

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Understanding The Solution

1. Diagnostic to accurately find issues


The Master GDF Diagnostic (or MGD) Recommended Usage Submitting Use Case Additional Considerations

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The Master GDF Diagnostic (MGD)


What is the Master GDF Diagnostic?
A tool which incorporates the data signatures from all released GDFs (Generic Data Fixes) and some additional data-fixes which are not yet released as GDFs
instances of these known data issues are detected on your system the diagnostic will point you to known solutions for issues that are detected

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The Master GDF Diagnostic (MGD)


Can be run as a concurrent process
you can give access to functional users in your organization

Incorporate this into regular business processes


avoid last minute issues by acting on MGD recommendations before time is scarce helps not only at Period-End

Can proactively scan transactions that will post in a given period for one or more operating units

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The Master GDF Diagnostic (MGD)


Contains data signatures for Accounting, Invoices, Suppliers and Payments and some EBTax data
over 220 data signatures checked, 167 of which are from Generic Data Fixes (GDFs) constantly updated, reviewed and enhanced

CORE triaging tool: development and support will ask for its output in almost all situations

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MGD: Recommended Usage


1. Periodically download the latest version from Doc ID 1360390.1
it will let you know when it is likely out of date

2. Install as a Concurrent Process


defining the concurrent process is quick and easy (Doc ID 1361255.1)

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MGD: Recommended Usage


3. Run weekly along with Create Accounting
create and interface accounting transactions in small batches throughout the month validate data and resolve issues as they occur

4. Avoid using the sweep process to pass problems along when possible

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MGD: Submitting
Single Transaction Mode
The process is run for a single check, invoice, and/or supplier

Use when specific problem transactions are identified, e.g.,


Period Close Exceptions Report Unaccounted Transactions Report Unable to clear a hold or validate an invoice Accounting process does not process a transaction

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MGD: Submitting
Single Transaction Mode
When run for a check
data is also validated for all invoices paid by the check

When run for an invoice


data is also validated for any prepay invoices applied to the invoice

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MGD: Submitting
Single Transaction Mode

Submit Via SQL*Plus or As a Concurrent Process


Concurrent Process

SQL*Plus

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MGD: Submitting
Date Range Mode
The process is run for a range of dates within a currently open period Use proactively to identify potential issues throughout the month
identify and resolve data issues as they occur use to identify issues when the specific transaction causing a process failure can not be identified

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MGD: Submitting
Date Range Mode

Submit Via SQL*Plus or As a Concurrent Process


Concurrent Process SQL*Plus

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MGD: Use Case

Example Closing a Period


Trying to close period MAY-06 but it will not close due to exceptions

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MGD: Use Case


Example Closing a Period
Period Close Exception Report shows an unaccounted invoice even though all accounting and transfer processes have been run

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MGD: Use Case


Example Closing a Period
Review the output of the single transaction (run for this specific invoice) (demo) Apply the GDF and root cause patches identified

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MGD: Use Case


Example Closing a Period
Re-run the Master GDF Diagnostic to verify the results (demo)
Return and validate and account the invoice in the workbench

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MGD: Use Case


Example Closing a Period
Close the period successfully

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MGD: Additional Considerations


Performance
Many complex data checks being performed Date range functionality opens the data validation to much larger data sets High volume customers should restrict to small date ranges and single operating units

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MGD: Additional Considerations


Undo Accounting
Many GDF patches will have to undo existing accounting in order to correct the issue. When a GDF will undo accounting you will be notified with a message like the following in the report output

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MGD: Additional Considerations


Undo Accounting
What does undo accounting do?

creates a duplicate of the affected accounting event with event type of MANUAL associates existing journal lines with the new duplicate event creates an a new reversing MANUAL event which backs out the existing journal flags the original accounting event for reprocessing. Once the data associated with the original event transaction is corrected, it should re-account correctly.

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MGD: Additional Considerations


Undo Accounting Example
Undo for an invoice accounted in a closed period
before undo: 1 Event with accounting header and lines in closed period
EVENT ID 123 TRANSACTTION_DATE 31-MAY-2011 EVENT_TYPE_CODE INVOICE VALIDATED

EVENT_ID

AE_HEADER_ ID

AE_LINE_NUM

ACCOUNT

ACCTED_CR

ACCTED_DR

GL Date

123
123

1234
1234

1
2

EXPENSE
LIABILITY

100.00
100.00

31-MAY-2011
31-MAY-2011

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Copyright 2011, Oracle and/or its affiliates. All rights reserved.

MGD: Additional Considerations


Undo Accounting - Example
After undo: 3 Events
EVENT ID
123 9875 9876

TRANSACTTION_DATE
31-MAY-2011 31-JAN-2012 31-MAY-2011

EVENT_TYPE_CODE
INVOICE VALIDATED MANUAL MANUAL

EVENT_ID 123

AE_HEADER_ID 123456

AE_LINE_NUM 1

ACCOUNT EXPENSE

ACCTED_CR 125.00

ACCTED_DR

GL Date 31-JAN-2012

123
9875 9875 9876 9876

123456
123455 123455 1234 1234

2
1 2 1 2

LIABILITY
EXPENSE LIABILITY EXPENSE LIABILITY 100.00 100.00

125.00
100.00

31-JAN-2012
31-JAN-2012 31-JAN-2012 31-MAY-2011

100.00

31-MAY-2011

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Copyright 2011, Oracle and/or its affiliates. All rights reserved.

Understanding The Solution

2. Data Fix to quickly recover when necessary

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Data Fix The GDF (Generic Data Fix)


Each GDF was designed to be very robust
It is 100% supported by Oracle Development

It is a published solution: you can use it whenever you identify. No need to confirm with Oracle, saves time. It will not change application code and will not self-run a datafix
It will allow you to review and select which transactions to fix It is packaged as a patch for distribution convenience

Learn more at MOS Doc Id 874903.1


The Master GDF Diagnostic will indicate what data-fixes (GDFs) need to be applied, if any.
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Typical steps for applying a GDF


1. Review the GDF Note and Readme
2. Download and apply the patch with the adpatch utility
generally downtime is not required as no application code is modified use the options=hotpatch

3. Run the select script if it has not already been run by the patch application 4. Review the resulting data, and flag items that should be processed
5. Run the fix script, while avoiding use of large AP processes to prevent locking 6. All steps can be performed ONLINE, no downtime required

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Understanding The Solution

3. Code fix to resolve it

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The R12.1 Payables Core RPC


Recommended Patch Collection (RPC): One patch, hundreds of key fixes LEAN and highly tested Compact: barely larger than a typical Invoice Workbench 1-off patch Fixes the root cause for 80% of the GDF data integrity issues
many GDFs you should never have to use again

Fixes many code issues affecting Month End


and dozens more that affect AP Core the perfect companion to the Master GDF Diagnostic

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Copyright 2011, Oracle and/or its affiliates. All rights reserved.

The R12.1 Payables Core RPC


Visit MOS Doc Id 1397581.1 for full details
There are two sibling RPCs for other functional areas Listing of additional Root Cause patches (RCA) created after its cutoff Link to crucial PPR patches not included in RPC

A listing of key fixed issues (in addition to 80% of GDF type problems)
And more Coming soon: R12.0 equivalent set of individual patches
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60 Minutes Well Spent!


Victory!

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Copyright 2011, Oracle and/or its affiliates. All rights reserved.

MGD + GDF + RPC A Simple Formula


DATA CHECKS + DATA FIX + CODE FIX ================= Smoother Period Close!
Get Proactive: Many Payables Period Close challenges can be avoided

Prevent on average 50% of all your Period Close issues Take these actions BEFORE your month-end
Expect a much smoother Period Close!

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Copyright 2011, Oracle and/or its affiliates. All rights reserved.

Additional Best Practices


Period Close Advisor

Suppliers and WF RPCs


Payments PPR Recommended fixes

Upgrading Customers: Upgrade Advisor


Communities Customer Advisory Board (CAB)

Find them all at the GET PROACTIVE portal


Search GET PROACTIVE in MOS (or access note 432.1) Whitepaper and this presentation available at 1446628.1

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Are You Ready To Get Proactive?


Discover more about Get Proactive
https://support.oracle.com/CSP/main/article?cmd=show &type=ATT&id=1385165.1:DISCOVER

Avoid the unexpected Dont leave value on the table

Lower overall organizational costs through preventative maintenance


Reduce risks and maximize uptime Achieve resolution faster Streamline and simplify your daily operations Get even more through connection

ACT Get Proactive


Access proactive capabilities available for your products by visiting the product pages at My Oracle Support; Article ID 432.1

Contact the Get Proactive team


today for help getting started
get-proactive_ww@oracle.com

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Q&A

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