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11i Period End Document
11i Period End Document
Table of Contents
MONTH-END CLOSE.......................................................................................................................... 5
CLOSING A PERIOD............................................................................................................................... 5
ORDER ENTRY ................................................................................................................................... 6
PRE-CLOSE PROCESSES......................................................................................................................... 6
RUN THE INVENTORY INTERFACE PROGRAM .......................................................................................... 7
VALIDATE THE INVENTORY INTERFACE PROGRAM ................................................................................. 7
RUN THE INTERFACE TO RECEIVABLES................................................................................................... 7
VALIDATE THE INTERFACE TO RECEIVABLES.......................................................................................... 7
SUBMIT AUTOINVOICE .......................................................................................................................... 7
ACCOUNTS RECEIVABLE................................................................................................................. 8
PRE-CLOSE PROCESSES......................................................................................................................... 8
ENTER RECEIPTS .................................................................................................................................. 9
ENTER INVOICES .................................................................................................................................. 9
RECORD NSF CHECKS.......................................................................................................................... 9
RUN AUTOINVOICE INTERFACE ............................................................................................................. 9
PRINT NEW INVOICES........................................................................................................................... 9
RUN INCOMPLETE INVOICE REPORT..................................................................................................... 10
ADJUSTMENT APPROVAL REPORT........................................................................................................ 10
TRANSFER ACCOUNTS RECEIVABLE TRANSACTIONS TO THE GENERAL LEDGER .................................... 10
IMPORT AND POST ACCOUNTS RECEIVABLE TRANSACTIONS................................................................. 11
RUN ACCOUNTS RECEIVABLE MONTH END REPORTS ........................................................................... 11
Revenue Journal By General Ledger Account Report....................................................................... 11
Receipt Journal Report ................................................................................................................... 11
Journal Entries Report.................................................................................................................... 12
Transaction Register....................................................................................................................... 12
Adjustment Register ........................................................................................................................ 12
Receipt Register Report................................................................................................................... 13
Aged Trial Balance ......................................................................................................................... 13
Invoice Exceptions Report............................................................................................................... 14
Applied Receipts Register................................................................................................................ 14
Unapplied Receipts Register ........................................................................................................... 15
RECONCILE ACCOUNTS RECEIVABLE TO THE GENERAL LEDGER ........................................................... 15
RECONCILE OUTSTANDING CUSTOMER BALANCES............................................................................... 16
CLOSE AND OPEN RECEIVABLES PERIODS ............................................................................................ 16
ACCOUNTS PAYABLE...................................................................................................................... 17
PRE-CLOSE PROCESSES ....................................................................................................................... 17
ENTER EMPLOYEE EXPENSE REPORTS.................................................................................................. 18
ENTER INVOICES ................................................................................................................................ 18
RUN INVOICES ON HOLD REPORT......................................................................................................... 18
RUN PAYABLES APPROVAL ................................................................................................................. 19
CHECK FOR UNAPPROVED INVOICES .................................................................................................... 19
TRANSFER ACCOUNTS PAYABLES TRANSACTIONS TO THE GENERAL LEDGER........................................ 19
IMPORT AND POST ACCOUNTS PAYABLE TRANSACTIONS...................................................................... 19
TRANSFER TO FIXED ASSETS ............................................................................................................... 20
RUN ACCOUNTS PAYABLE MONTH-END REPORTS................................................................................ 20
Accounts Payable Trial Balance...................................................................................................... 20
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Posted Invoice Register................................................................................................................... 21
Posted Payment Register................................................................................................................. 21
Expense Distribution Report ........................................................................................................... 21
Invoice Aging Report ...................................................................................................................... 22
Posting Hold Report ....................................................................................................................... 22
Invoice Register .............................................................................................................................. 23
RECONCILE ACCOUNTS PAYABLE TO THE GENERAL LEDGER ................................................................ 23
CLOSE CURRENT ACCOUNTS PAYABLES ACCOUNTING PERIOD AND OPEN NEXT PERIOD....................... 24
UNRESOLVED HOLD PROBLEMS – INVOICE SWEEP ............................................................................... 24
PURCHASING.................................................................................................................................... 25
PRE-CLOSE PROCESSES....................................................................................................................... 25
CHECK RECEIVING TRANSACTIONS...................................................................................................... 26
ACCRUE ON RECEIPT PURCHASING CLOSE............................................................................................ 26
Run Accrual Rebuild Reconciliation Report..................................................................................... 26
Run Accrual Write-Off Report ......................................................................................................... 27
Run Accrual Reconciliation Report ................................................................................................. 27
Create and Post Manual Journal Entries......................................................................................... 27
ACCRUE AT PERIOD END PURCHASING CLOSE...................................................................................... 28
Run Uninvoiced Receipts Report ..................................................................................................... 28
Run the Receipt Accruals- Period End Process Report..................................................................... 28
Re-Run Uninvoiced Receipts ........................................................................................................... 28
RUN PURCHASING REPORTS ................................................................................................................ 29
Purchase Price Variance Report ..................................................................................................... 29
Invoice Price Variance Report ........................................................................................................ 29
Receiving Value Report................................................................................................................... 30
Receiving Value Report by Destination Account .............................................................................. 30
TRANSFER PURCHASING TRANSACTIONS TO THE GENERAL LEDGER...................................................... 31
IMPORT AND POST PURCHASING TRANSACTIONS.................................................................................. 31
RECONCILE PURCHASING / RECEIVING TO THE GENERAL LEDGER......................................................... 32
Reconcile Purchase Price Variance................................................................................................. 32
Reconcile Invoice Price Variance.................................................................................................... 32
Reconcile Receiving Value Report by Destination Account .............................................................. 33
CLOSE CURRENT PURCHASING PERIOD ................................................................................................ 33
OPEN NEXT PURCHASING PERIOD........................................................................................................ 33
ASSETS ............................................................................................................................................... 34
PRE-CLOSE PROCESSES ....................................................................................................................... 34
PREPARE MASS ADDITIONS ................................................................................................................. 35
POST MASS ADDITIONS ....................................................................................................................... 35
DELETE MASS ADDITIONS ................................................................................................................... 35
PREPARE MANUAL ADDITIONS ............................................................................................................ 35
RETIRE ASSETS .................................................................................................................................. 36
ADJUST ASSETS ................................................................................................................................. 36
CAPITALIZE CIP ASSETS ..................................................................................................................... 36
RUN DEPRECIATION ............................................................................................................................ 36
RUN JOURNAL ENTRIES ....................................................................................................................... 37
RUN MONTH END REPORTS ................................................................................................................. 37
Cost Detail Report .......................................................................................................................... 37
CIP Detail Report ........................................................................................................................... 37
Asset Addition Report ..................................................................................................................... 38
Cost Adjustment Report................................................................................................................... 38
Asset Retirements Report ................................................................................................................ 38
Asset Reclassification Reconciliation Report ................................................................................... 39
Asset Transfer Reconciliation Report .............................................................................................. 39
CIP Capitalization Report............................................................................................................... 39
Unposted Mass Additions Report..................................................................................................... 40
RECONCILE FIXED ASSETS TO THE GENERAL LEDGER........................................................................... 40
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CLEARING THE TRANSACTION MANAGERS............................................................................. 41
PRE-CLOSE PROCESSES....................................................................................................................... 41
CLEARING THE INTERFACE MANAGERS................................................................................................ 42
OPEN INTERFACE TRANSACTIONS........................................................................................................ 43
PENDING MATERIAL TRANSACTIONS ................................................................................................... 44
UNCOSTED MATERIAL TRANSACTIONS ................................................................................................ 45
PENDING MOVE TRANSACTIONS .......................................................................................................... 46
PENDING RESOURCE TRANSACTIONS ................................................................................................... 46
WORK IN PROCESS .......................................................................................................................... 48
PRE-CLOSE PROCESSES....................................................................................................................... 48
REVIEW JOBS BEFORE CLOSING ........................................................................................................... 49
Discrete Job Value Report .............................................................................................................. 49
Discrete Job Data Report................................................................................................................ 50
Expense Job Value Report............................................................................................................... 50
CLOSING DISCRETE JOBS..................................................................................................................... 51
CLOSING NON-STANDARD EXPENSE JOBS ............................................................................................ 52
REPETITIVE SCHEDULE PERIOD CLOSE TRANSACTIONS......................................................................... 53
RUN WIP MONTH END REPORTS ......................................................................................................... 54
Discrete Job Value Report .............................................................................................................. 54
Discrete Job Data Report................................................................................................................ 55
WIP Value Report ........................................................................................................................... 56
WIP Account Distribution Report.................................................................................................... 57
Expense Job Value Report............................................................................................................... 57
Repetitive Value Report................................................................................................................... 58
TRANSFER WIP TRANSACTIONS TO THE GENERAL LEDGER .................................................................. 58
IMPORT AND POST WIP TRANSACTIONS............................................................................................... 59
RECONCILE WORK IN PROCESS TO THE GENERAL LEDGER.................................................................... 59
INVENTORY...................................................................................................................................... 61
PRE-CLOSE PROCESSES....................................................................................................................... 61
ITEMS AT ZERO COST .......................................................................................................................... 62
PENDING TRANSACTIONS .................................................................................................................... 63
Unprocessed Material Transactions Exist for this Period ................................................................ 64
Uncosted Material Transactions Exist for this Period...................................................................... 64
Pending WIP Costing Transactions Exist in this period ................................................................... 64
Pending Receiving Transactions Exist for this Period...................................................................... 64
Pending Material Transactions Exist for this Period........................................................................ 65
Pending Move Transactions Exist for this Period ............................................................................ 65
RUN INVENTORY MONTH END REPORTS .............................................................................................. 66
All Inventories Value Report ........................................................................................................... 66
Inventory Value Report ................................................................................................................... 67
Period Close Value Summary.......................................................................................................... 68
Material Account Distribution Reports............................................................................................ 69
Subinventory Account Value Report ................................................................................................ 70
TRANSFER INVENTORY TRANSACTIONS TO THE GENERAL LEDGER ....................................................... 70
IMPORT AND POST INVENTORY TRANSACTIONS.................................................................................... 70
RECONCILE INVENTORY TO THE GENERAL LEDGER .............................................................................. 71
CLOSE CURRENT INVENTORY PERIOD .................................................................................................. 72
OPEN NEXT INVENTORY PERIOD.......................................................................................................... 73
MARGIN ANALYSIS REPORT ................................................................................................................ 74
GENERAL LEDGER.......................................................................................................................... 75
PRE-CLOSE PROCESSES ....................................................................................................................... 75
ENTER MANUAL JOURNAL ENTRIES ..................................................................................................... 76
REVERSE ENTRIES.............................................................................................................................. 76
RUN JOURNAL IMPORT ........................................................................................................................ 76
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GENERATE RECURRING JOURNAL ENTRIES........................................................................................... 76
GENERATE MASS ALLOCATIONS.......................................................................................................... 76
POST JOURNAL ENTRIES ...................................................................................................................... 76
RECONCILE FEEDER SYSTEMS.............................................................................................................. 77
RUN MONTH END REPORTS ................................................................................................................. 77
Journal Entry Report ...................................................................................................................... 77
Account Analysis Report ................................................................................................................. 77
Account Analysis – Subledger Detail Report.................................................................................... 78
Trial Balance- Detail Report........................................................................................................... 78
FSG’s ............................................................................................................................................ 79
CLOSE CURRENT GENERAL LEDGER PERIOD AND OPEN NEXT PERIOD .................................................. 79
Month-End Close
Oracle applications provide an integrated information warehouse and at the same time each application has
its own processes and reports. In addition, each Oracle application has its own accounting calendar, so
each Oracle applications can be in different accounting periods. There is a ‘correct’ order to close each
application into the General Ledger and the order can be broken down into two sequences that can be run
concurrently, or either one following the other. The closing of the General Ledger is always the last step in
the month-end close cycle. The reason for this order is based on the integration between Oracle
applications. The suggested order of closing the applications is as follows:
SEQ Application SEQ Application
1a Order Entry 2a Accounts Payable
1b Receivables 2b Purchasing
2c Fixed Assets
2d Inventory/WIP
3 General Ledger
Transfers from all subsystems can be performed in summary or detailed transactions. It is suggested that
journal entries come over to the General Ledger in summary and that detailed information stay in the
subsystems. Reports containing detailed transactions are located in the subsystems and should be run when
additional analysis is needed for the General Ledger.
Closing a Period
The final step is to close the accounting period in each of the above modules and open the new accounting
period. Reports can still be run for periods that are ‘closed’ and ‘permanently closed’, however no entries
can be entered or posted for these periods. The main difference between ‘closing’ a period and
‘permanently closing’ a period is that a ‘permanently closed’ period can NEVER be reopened.
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Order Entry
Two interface programs must be run in the Order Entry module to support the month end close procedure.
The Inventory Interface program generates inventory transactions through the Material Transaction
Manager for costing, relieving demand and reservations, and updating inventory balances as you ship
orders. The Receivables Interface program transfers shipped item information to Oracle Receivables,
which processes invoices and accounts for revenue.
Pre-close Processes
Order Entry has pre-close processes that should be performed on a daily and monthly basis.
Suggested Schedule for Daily and Monthly Processes
Schedule Processes Comments
Daily 1. Run Inventory Interface
program
If profile option ‘OE: Immediate Inventory
Update’ is set to ‘Yes,’ this program does not
need to be run.
2. Run Receivables Interface
program
3. Run AutoInvoice process This step is performed in the Accounts
Receivable section.
Monthly 1. Process all month-end
shipments before cutting off
inventory transactions
2. Run Inventory Interface
program
If profile option ‘OE: Immediate Inventory
Update’ is set to ‘Yes,’ this program does not
need to be run.
3. Run Receivables Interface
program
4. Run AutoInvoice process This step is performed in the Accounts
Receivable section.
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Run the Inventory Interface Program
Run the Inventory Interface program to generate inventory transactions for costing, relieve demand and
reservations, and update inventory balances.
Navigation: (OE) Shipping -> Interfaces.
Report Inventory Interface
Parameters No parameters required
Validate the Inventory Interface Program
This validation step is performed in the Clearing the Interface Managers section of this document.
Run the Interface to Receivables
Run the interface to Receivables, which transfers shipped item information including quantities, selling
prices, payment terms, and transaction dates to Oracle Receivables. Receivables, in turn, processes
invoices and accounts for revenue.
Navigation: (OE) Shipping -> Interfaces.
Report Receivables Interface
Parameters Invoice Source Order Entry
Transfer
Validate the Interface to Receivables
Validation of the Receivables interface occurs in the Accounts Receivable section of this document.
Submit AutoInvoice
Upon completion of the Receivables Interface, the AutoInvoice program should be submitted from Oracle
Receivables to import invoice and credit data into the Receivables module. This step is discussed in the
Accounts Receivables section of this document.
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Accounts Receivable
All month-end shipments in Order Entry should be processed before closing the Accounts Receivable
period. General Ledger entries include trade receivables, cash, on-account, unapplied, unidentified, freight,
taxes, trade revenue, unearned revenue, unbilled receivables, and miscellaneous receipts. The Accounts
Receivable period cannot be closed if there are any un-posted items for the period.
Pre-close Processes
Accounts Receivable has pre-close processes that should be performed on a daily, weekly, and monthly
basis.
Suggested Schedule for Daily, Weekly, and Monthly Processes
Schedule Processes Comments
Daily 1. Enter any receipts (onaccount
and miscellaneous)
received
2. Enter any Manual
Transactions, Credit Memos
or Adjustments
Make sure to ‘complete’ invoice when done and
print invoices that need to be sent to customer.
3. Make Customer Calls
4. Run AutoInvoice process
5. Print new invoices
Weekly 1. Transfer to GL
2. Perform AR/GL
reconciliation
Investigate any discrepancies.
Monthly 1. Enter any final receipts (onaccount
and miscellaneous)
for current period
Make sure approvals are completed, if required.
2. Enter any NSF checks
received for the current
month
3. Enter any Manual
Transactions, Credit Memos
or Adjustments
Make sure all transactions are ‘completed’ or
they will not be transferred to the General Ledger
in the current month.
4. Run AutoInvoice process
5. Print new invoices
6. Run an incomplete invoice
report
Review all incomplete transactions and make any
adjustments for transactions that should be posted
to the current period.
7. Approve Adjustments Adjustments over a predefined dollar amount
may need approval by management.
8. Transfer to GL This will invoice any shipped orders from OE.
9. Run Monthly Reconciling
Reports
Sales Journal Report
Receipt Journal Report
Adjustment Journal Report
10. Close Period and Open new
Period
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Enter Receipts
Apply the final batch of cash applications for both on account and miscellaneous receipts.
Navigation: (AR) Receipt-> Batches.
Enter Invoices
Enter any manual invoices, commitments, adjustments, credit memos, and debit memos for the period.
Navigation: (AR) Transactions-> Transactions.
Record NSF Checks
Record any NSF checks received in the current month.
Navigation: (AR) Receipts -> Receipts (Reverse button).
Run AutoInvoice Interface
Run the AutoInvoice Interface to import the final batches of invoices for all batch sources and check the
interface tables for importable transactions. These transactions can include invoices, credit memos,
onaccount
credits, and debit memos. Receivables will ensure that the data you import is accurate and valid.
Navigation: (AR) Interfaces -> AutoInvoice.
Report AutoInvoice Master Program
Parameters Invoice Source Order Entry
Transfer
Default Date Current Date
Print New Invoices
The Print Invoices window allows you to submit and print invoices, debit memos, credit memos and
adjustments.
Navigation: (AR) Print Documents -> Invoices.
Report Invoice Print Batch of
Invoices
Parameters Order By Transaction
Number
Batch Select the
batch from
AutoInvoice
step above
Open Invoices Only No
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Run Incomplete Invoice Report
Run the Incomplete Invoices Report and complete all invoices to be posted in the current period. This
report should be used to review all of your incomplete invoices, debit memos, credit memos and onaccount
credits. Incomplete invoices do not update your open receivables balance nor do they display on
the aging report. Use the transactions window to complete any transactions that should be recorded in the
current period.
Navigation: (AR) Reports -> Listings.
Report Incomplete Invoices Report
Parameters Order By Customer or
Invoice
Adjustment Approval Report
Approve all adjustments through the Adjustment Approval Report. Use the Adjustment Approval Report to
see transaction adjustments, including information about their status, creator, reasons, GL date and amount.
Adjustments include manual adjustments, AutoAdjustments, invoices applied to commitments, and credit
memos applied to invoices that are against commitments.
Navigation: (AR) Reports -> Accounting.
Report Adjustment Approval Report
Parameters Order By Customer
Transfer Accounts Receivable Transactions to the General Ledger
Run the General Ledger interface program to transfer all of your receivables transactions to your General
Ledger and create a summarized journal batch. You determine which transactions to transfer by specifying
a General Ledger date range. The transfer process submits several processes. The first process is the actual
General Ledger transfer. The second process creates accounting transactions for items that have deferred
revenue. The third process updates posting controls. Next, a process for unposted items to the General
Ledger is run. This process and report will identify any items that could not be transfer to the General
Ledger and the reason why. Last, Oracle will run the journal import process to validate account
combinations.
Navigation: (AR) Interfaces -> General Ledger.
Interface General Ledger
Parameters Posting Detail Summary
GL Post Date Month End
Date
GL Dates (From) Beginning
of the Period
GL Dates (To) End of the
Period
Run Journal Import Yes
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Import and Post Accounts Receivable Transactions
Accounts Receivable transactions are automatically imported and are available to be posted to the General
Ledger. See the General Ledger section of this document.
Run Accounts Receivable Month End Reports
The following General Ledger month-end reports should now be run: Sales Journal, Receipt Journal,
Journal Entries, Aged Trial Balance, Transaction Register, Applied Receipts, Unapplied Receipts,
Adjustment Register, and Invoice Exception Register.
Revenue Journal By General Ledger Account Report
Use the Sales Journal By General Ledger Account Report to make sure the Transaction Register matches
your Sales Journal. The Sales Journal can also aid in the reconciliation of Accounts Receivable to your
General Ledger.
Navigation: (AR) Reports -> Accounting.
Report Revenue Journal By
General Ledger Account
Report
Parameters Order By Invoice
GL Date Low 1st day of the
Month
GL Date High Last day of the
Month
GL Account Type Revenue
Note: The Revenue Journal By General Ledger Account Report is not time sensitive and can be run at any
time.
Note: It is not mandatory to run the Revenue Journal By General Ledger Report in order to reconcile
Accounts Receivable to the General Ledger. However, this report provides supporting documentation for
month end close.
Receipt Journal Report
Use The Receipt Journal Report to review details of receipts that appear in your Journal Entry Report.
Navigation: (AR) Reports -> Accounting.
Report Receipt Journal Report
Parameters Order By Type
GL Date Low 1st day of the
Month
GL Date High Last day of the
Month
Note: The Receipt Journal Report is not time sensitive and can be run at any time.
Note: It is not mandatory to run the Receipt Journal Report in order to reconcile Accounts Receivable to
the General Ledger. However, this report provides supporting documentation for month end close.
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Journal Entries Report
The Journal Entries Report provides information needed to reconcile your Accounts Receivable sub-ledger
with the General Ledger. Using this report you can review the details that make up your General Ledger
journal entries.
Navigation: (AR) Reports -> Accounting.
Report Journal Entries Report
Parameters Beginning GL Date 1st day of the
Month
Ending GL Date Last day of
the Month
Note: The Journal Entries Report is not time sensitive and can be run at any time.
Note: It is not mandatory to run the Journal Entries Report in order to reconcile Accounts Receivable to the
General Ledger. However, this report provides supporting documentation for month end close.
Transaction Register
Use the Transaction Register to check posting status of all items reflected on your Sales Journal. The
Transaction Register is also used to balance revenue accounts to Accounts Receivable aging.
Navigation: (AR) Reports -> Accounting.
Report Transaction Register
Parameters Beginning GL Date 1st day of the
Month
Ending GL Date Last day of
the Month
Order By Type
Note: The Transaction Register Report is not time sensitive and can be run at any time.
Note: It is mandatory to run the Transaction Register in order to reconcile Accounts Receivable to the
General Ledger. Please see the ‘Reconcile Accounts Receivable to the General Ledger’ section of this
document.
Adjustment Register
Use the Adjustment Register to see your approved adjustments.
Navigation: (AR) Reports -> Accounting.
Report Adjustment Register
Parameters Order By Invoice
GL Date Low 1st day of the
Month
GL Date High Last day of
the Month
Note: The Adjustment Register is not time sensitive and can be run at any time.
Note: It is mandatory to run the Adjustment Register in order to reconcile Accounts Receivable to the
General Ledger.
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Receipt Register Report
Use the Receipt Register Report to review a list of receipts for the date range that you specify.
Navigation: (AR) Reports -> Accounting.
Report Receipt Register Report
Parameters Order By Receipt #
Deposit Date Low 1st day of the
Month
Deposit Date High Last day of
the Month
Note: The Receipt Register is not time sensitive and can be run at any time.
Note: It is mandatory to run the Receipt Register in order to reconcile Accounts Receivable to the General
Ledger. Please see the ‘Reconcile Accounts Receivable to the General Ledger’ section of this document.
Aged Trial Balance
The Aged Trial Balance Report is used to review information about open items. These reports can be
printed either in detail and summary. The Aged Trial Balance Report shows information about your
customer's current and past due invoices, debit memos and chargebacks.
Navigation: (AR) Reports -> Accounting.
Report Aging Trial Balance
Parameters Order By Customer
Report Summary Customer
Summary
Report Detail Brief
As of Date Last Day of
Month
Aging Bucket Name Standard-4
Note: The Aged Trial Balance from the previous month is required for reconciliation.
Note: The Aged Trial Balance is not time sensitive and can be run at any time.
Note: It is mandatory to run the Aged Trial Balance in order to reconcile Accounts Receivable to the
General Ledger. Please see the ‘Reconcile Accounts Receivable to the General Ledger’ section of this
document.
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Invoice Exceptions Report
The Invoice Exception Report is used to help you match your revenue accounts to your Accounts
Receivable. These transactions appear on your transaction register but not on your aging.
Navigation: (AR) Reports -> Accounting.
Report Invoice Exception Report
Parameters GL Date Low 1st day of the
Month
GL Date High Last day of
the Month
Note: The Invoice Exceptions Report is not time sensitive and can be run at any time.
Note: It is mandatory to run the Invoice Exceptions Report in order to reconcile Accounts Receivable to
the General Ledger. Please see the ‘Reconcile Accounts Receivable to the General Ledger’ section of this
document.
Applied Receipts Register
The Applied Receipts Report is used to review all activity of a receipt.
Navigation: (AR) Reports -> Accounting.
Report Applied Receipts Register
Parameters Order By Invoice #
Apply Date Low 1st day of the
Month
Apply Date High Last day of
the Month
Note: The Applied Receipts Register is not time sensitive and can be run at any time.
Note: It is mandatory to run the Applied Receipts Register in order to reconcile Accounts Receivable to the
General Ledger. Please see the ‘Reconcile Accounts Receivable to the General Ledger’ section of this
document.
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Unapplied Receipts Register
The Unapplied Receipts Register is used to review detailed information about your customers on-account
and unapplied payments for the date range that you specify. In addition, this report can be used to
determine how much your customer owes after taking into consideration all on-account and unapplied
amounts.
Navigation: (AR) Reports -> Accounting.
Report Unapplied Receipts Report
Parameters Format Option Detailed or
Summary
Receipt Date Low 1st day of the
month
Receipt Date High Last day of
the month.
Note: The Unapplied Receipts Register is not time sensitive and can be run at any time.
Note: It is mandatory to run the Unapplied Receipts Register in order to reconcile Accounts Receivable to
the General Ledger. Please see the ‘Reconcile Accounts Receivable to the General Ledger’ section of this
document.
Reconcile Accounts Receivable to the General Ledger
The following is the formula for reconciling the Accounts Receivable activity rollforward:
Beginning AR Trial Balance
+ Transaction Register
- Receipt Register
+ (-) Adjustment Register
- *Prepayments Remittance Report
Ending AR Trial Balance
The ending Accounts Receivable trial balance should equal the General Ledger account balance.
*This report is needed only if advances have been applied but invoices have not yet been paid.
If AR does not reconcile to the general ledger:
Check that the reports have been run for the correct date/period
Run GL Interface
Make sure all Journals are posted in the General Ledger
Re-Run both Trial Balance Reports
Check for journal entries in the AR Control accounts in GL, not generated by AR.
Check for Invoices raised against the AR Control account
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Reconcile Outstanding Customer Balances
The following is the formula for reconciling outstanding customer balances:
Beginning Balance
+ Transactions
- Adjustments
- Invoice Exceptions
- Applied Receipt
- Unapplied Receipts
Ending Balance
Close and Open Receivables Periods
To update the status of an accounting period, place the cursor in the Status field next to that period, then
choose from the list of vaules or enter a new status. Close the accounting period. To open the next
accounting period after the Latest Open Period, choose Open Next Period. Receivables changes the status
of the next period to 'Open.'
Navigation: (AR) Control -> Accounting -> Open/Close Periods.
Note: The Accounts Receivable period cannot be closed if there are any un-posted items for the period.
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Accounts Payable
Accounts Payable should be closed before the purchasing, fixed assets and inventory modules. General
Ledger journal entries include postings to the following accounts: prepayments, expense distribution, taxes
paid, payable liabilities, discounts and cash accounts. The Accounts Payable period cannot be closed if
there are any unposted items for the period. Make sure the Accounts Payable period is closed before
closing the Purchasing period.
Pre-Close Processes
Accounts Payable has pre-close processes that should be performed daily, weekly, and monthly.
Suggested Schedule for Daily, Weekly, and Monthly Processes
Schedule Processes Comments
Daily 1. Enter Invoices
2. Enter Employee Expenses
3. Run Invoices on Hold Clean up any item on distribution hold.
4. Run Payables Approval
Weekly 1. Run Invoice Import Clear up any ‘Exceptions’.
2. Transfer to GL
3. Perform AP/GL
reconciliation
Investigate any discrepancies.
4. Transfer to FA Run ‘Create Mass Additions’ Program
5. Check Run
Monthly 1. Enter any last minute
expense reports
2. Run Payables Invoice
Import
Clear up any ‘Exceptions’, Run Invoice Import
(‘Summarize Report’ set to ‘No’) again if
necessary.
3. Enter any last minute
invoices
4. Make an final invoice
adjustments
5. Void any Checks belonging
to current period
6. Run Invoices on Hold Clean up any item on distribution hold.
7. Run Payables Approval
8. Transfer to GL
9. Transfer to FA Run ‘Create Mass Additions’ Program
10. Run Monthly Reconciling
Reports
Posted Invoice Register
Posted Payment Register
Accounts Payable Trial Balance
11. Close Period and Open new
Period
12. Run Unposted Invoice
Sweep Report
Set parameter ‘Sweep Now’ to ‘Yes’
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Enter Employee Expense Reports
Enter any Employee Expense Reports for the current period.
Navigation: (AP) Invoices -> Entry -> Expense Reports.
Create expense reports as invoices by running the Payables Invoice Import program.
Navigation: (AP) Other -> Requests -> Run.
Report Payables Invoice Import
Parameters Summarize Report No
GL Date Current Date
/Month End date
Purge Date Current Date
Note: If there are any exceptions from running invoice import, fix the expense reports and resubmit
Payables Invoice Import program.
Enter Invoices
Enter any invoices, PO and Non-PO that should be processed for the current month.
Navigation: (AP) Invoices -> Entry -> Invoices.
After entering invoices run the Payables Approval program. Invoices need to be system approved before
invoice distributions can be transferred to the General Ledger.
Navigation: (AP) Other -> Requests -> Run.
Report Payables Approval
Parameters Option All
Run Invoices on Hold Report
The Run Invoices On Hold Report should be run to check for any invoices on this distribution hold. Any
Invoices on distribution hold should be corrected before month end close.
Navigation: (AP) Other -> Requests -> Run.
Report Invoice On Hold Report
Parameters No Parameters required
To correct holds or make any adjustments to invoice distributions, query the affected invoice and navigate
to the distribution lines.
Navigation: (AP) Invoices -> Entry -> Invoices
Query the invoice(s) that need adjustments. Click on ‘Distribution’ and make changes.
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Run Payables Approval
Run Payables Approval Program.
Navigation: (AP) Other -> Requests -> Run
Report Payables Approval
Parameters Option All
Check for Unapproved Invoices
Run the Invoice Register to check for unapproved invoices.
Navigation: (AP) Other -> Requests -> Run
Report Invoice Register
Parameter Unapproved Invoices Only Yes
From this report, review and approve any invoices that should be included in month end processing.
Transfer Accounts Payables Transactions to the General Ledger
Transfer invoice and payment transactions to the General Ledger, through the Payables Transfer to General
Ledger report.
Navigation: (AP) Other -> Requests -> Run.
Report Payables Transfer to GL
Parameters Post Through Date Current Date/
Month End
Date
When the GL transfer completes, review the Accounts Payable Journal Entry Exception Report, which is
automatically run as a concurrent process. Oracle Payables divides the report into three sections: Invoice
Distribution with Exceptions, Invoice Payments with Exceptions, and Reconciliation Payment Distributions
with Exception. Oracle does not transfer any invoices with exception, so you can use these reports to
resolve any transfer problems.
Import and Post Accounts Payable Transactions
Accounts Payable transactions can be automatically imported and therefore, are available to be posted to
the General Ledger. See the General Ledger section of this document.
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Transfer to Fixed Assets
Run program to create assets in fixed assets from approved and posted accounts payable invoices.
Note: Only Invoice distributions transferred to the General Ledger will be transferred to Fixed Assets.
Navigation: (AP) Other-> Requests -> Run
Report Mass Additions Create
Parameters GL Date Current Date/
Month End
Date
Book ‘Corp Book’
Run Accounts Payable Month-End Reports
The Accounts Payable month end reports the Accounts Payable Trial Balance, Posted Invoice Register,
Posted Payment Register, and the Expense Distribution Detail Report.
Accounts Payable Trial Balance
Use the Accounts Payable Trial Balance Report to verify that total Accounts Payable liabilities in Oracle
Payables equal those in the General Ledger.
Navigation: (AP) Other -> Requests -> Run.
Report Accounts Payable Trial Balance
Parameters No Parameter changes are needed
Note: The Accounts Payable Trial Balance is not time sensitive and can be run at any time.
Note: It is mandatory to run the Accounts Payable Trial Balance in order to reconcile Accounts Payable to
the General Ledger. Please see the ‘Reconcile Accounts Payable to the General Ledger’ section of this
document.
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Posted Invoice Register
Use the Posted Invoice Register to review invoices posted in a particular period.
Navigation: (AP) Other -> Requests -> Run.
Report Posted Invoice Register
Parameters Period Current Period
Sort Posted Invoices by Currency, Supplier
Note: The Posted Invoice Register is not time sensitive and can be run at any time.
Note: It is mandatory to run the Posted Invoice Register in order to reconcile Accounts Payable to the
General Ledger. Please see the ‘Reconcile Accounts Payable to the General Ledger’ section of this
document.
Posted Payment Register
Use the Posted Payment Register to review payments posted in a particular period.
Navigation: (AP) Other -> Requests -> Run.
Report Posted Payment Register
Parameters Period Current Period
Sort Posted Invoices by Bank Account, Payment
Note: The Posted Payment Register is not time sensitive and can be run at any time.
Note: It is mandatory to run the Posted Payment Register in order to reconcile Accounts Payable to the
General Ledger. Please see the ‘Reconcile Accounts Payable to the General Ledger’ section of this
document.
Expense Distribution Report
Use the Expense Distribution Detail Report to review detail invoice distribution information for expense
distributions that include three segments of your account that you specify.
Navigation: (AP) Other -> Requests -> Run.
Report Expense Distribution
Detail Report
Parameters Start Date 1st day of the Month
End Date Last day of the Month
Posted Options Posted, Not Posted, All
Note: The Expense Distribution Report is not time sensitive and can be run at any time.
Note: It is not mandatory to run the Expense Distribution Report in order to reconcile Accounts Payable to
the General Ledger. However, this report provides supporting documentation for month end close.
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Invoice Aging Report
Use the Expense Invoice Aging Report to analyze the cash flow of your unpaid invoices.
Navigation: (AP) Other -> Requests -> Run.
Report Invoice Aging Report
Parameters Sort Invoices by Supplier Name
Aging Period Type Standard Aging
Note: The Invoiced Aging Report is time sensitive and should be run on the last day of the month.
Note: It is mandatory to run the Invoice Aging Report in order to reconcile Accounts Payable to the
General Ledger.
Posting Hold Report
Use this report to identify un-posted invoices. The report will list all the invoices that Payables cannot
transfer to the general ledger. Run this report before you transfer to the general ledger to review invoices
that will not be posted.
Navigation: (AP) Other -> Requests -> Run.
Report Posting Hold Report
Parameters Undated By Null
Enter/Updated Date Defaults to current date
Include Undistributed
Invoices
Yes
Note: The Posting Hold Report is not time sensitive and can be run at any time.
Note: It is not mandatory to run the Posting Hold Report in order to reconcile Accounts Payable to the
General Ledger. However, you do need this report to reconcile the the invoice aging.
Invoice Register
Use the invoice register to review detailed information about invoices and to review the offsetting liability
accounts that Payables creates for each invoice distribution when you approve an invoice.
Navigation: (AP) Other -> Requests -> Run.
Report Invoice Register
Parameters Batch Null
Entered By Null
First Entered Date
Last Entered Date
Accounting Period Month Close Period
Cancelled Invoices Only Default – No
Unapproved Invoices Only Yes
Invoice Type Null
Note: The Invoice Register is not time sensitive and can be run at any time.
Note: It is mandatory to run the Posting Hold Report in order to reconcile Accounts Payable to the General
Ledger.
Reconcile Accounts Payable to the General Ledger
The equation for verifying the month end Accounts Payable Trial Balance is as follows:
(Previous Month) Accounts Payable Trial Balance
+ (Current Month) Posted Invoice Register
- (Current Month) Posted Payment Register
(Current Month) Accounts Payable Trial Balance
The current month’s Accounts Payable Trial Balance total should equal the General Ledger account
balance.
The equation for verifying that the Accounts Payable Trial Balance equals Invoice Aging is as follows:
Accounts Payable Ending Trial Balance
+ Posting Hold Report, including undistributed items
+ Invoice Register, for unapproved invoices
Invoice Aging
If AP does not reconcile to GL:
Check that the reports have been run for the correct date/period.
Run GL Post in Accounts Payable.
Post all payables generated batches in the General Ledger
Re-Run both Trial Balance reports
Check for Journal Entries in the AP control account, not generated by Accounts Payable.
Check for Payments/Invoice Distributions made against the AP control account.
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Close Current Accounts Payables Accounting Period and Open Next Period
Verify that the Ending Accounts Payable Trial Balance agrees with the General Ledger Trial Balance.
Once the balances have been verified, close the Payable accounting period. Open the next period. If future
period are used, set the next available to future.
Navigation: (AP) Setup -> Accounting -> AP Accounting Periods
Note: If you have swept the invoices into the next period, the next period will already be opened.
Unresolved Hold Problems – Invoice Sweep
If posting hold problems cannot be resolved, move unresolved posting hold invoices to the next period with
the Unposted Invoice Sweep Report. Make sure the “Sweep Now” parameter is set to “Yes.”
Note: The next period needs to be open before this can be done.
Note: Run the Unposted Invoice Sweep Report with caution. There is no “Undo” utility.
Navigation: (AP) Other-> Requests -> Run
Report Unposted Invoice Sweep
Parameters From Period Current Period
To Period Next Period
Detail Yes
Sweep Now Yes
Purchasing
Oracle Purchasing supports the accrual of expense purchases at the time of receipt, or at period-end. In
general, manufacturing and distribution companies most often accrue inventory receipts at the time of
receiving, while non-manufacturing organizations and expense items for manufacturing and distribution
companies are generally accrue receipts at period end. The closing process will be different based on the
accrual processes done; both types of accrual recognition will be discussed.
Note: In order for Oracle to support the accrual process, purchases orders must be set up for 3-way
matching.
Make sure you have already closed the Payables period before moving on to the Purchasing section of this
document. The Oracle Purchasing period should be closed before the Inventory period is closed.
Pre-close Processes
There are pre-close process steps for Purchasing that should be performed on a daily, weekly, and monthly
basis.
Suggested Schedule for Daily, Weekly, and Monthly Processes
Schedule Processes Comments
Daily 1. Enter and approve purchase
orders
2. Enter, inspect, and deliver
all purchase orders
Weekly 1. Reconcile receiving value to
the GL
Monthly 1. Enter and deliver all receipts
2. Accrue on Receipt If you do not Accrue on Receipt, skip this
process.
3. Accrue on Period End
4. Transfer Purchasing
Transactions to the GL
5. Run Monthly Purchasing
Reconciling Reports
Purchase Price Variance
Invoice Price Variance
Receiving Value
6. Close Purchasing Period
and Open new Purchasing
Period
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Check Receiving Transactions
The first step in the Purchasing period close process is to determine if there are any unprocessed receiving
transactions.
Navigation: (PUR) Receiving -> Transaction Status Summary.
The ‘Find Transactions Statuses’ window will appear, along with the ‘Transaction Statuses’ window. Click
on the ‘Transaction Statuses’ window to bring it to the front.
There should not be any entries in this form. If entries do exist, please contact the database administrator.
Accrue on Receipt Purchasing Close
If you do not ‘Accrue On Receipt’, skip this segment of the Purchasing close process and proceed to
‘Accrue at Period End Purchasing Close’ section.
Run Accrual Rebuild Reconciliation Report
The Accrual Rebuild Reconciliation Report should be analyzed for potential problems such as differences
in quantities between receipts and invoices, AP matched invoices to incorrect purchase order or purchase
order line, and discrepancies in supplier billings. This report will also display any miscellaneous
transactions recorded in error the accrual accounts.
Navigation: (PUR) Reports -> Run.
Report Accrual Rebuild
Reconciliation Report
Parameters Include All Transactions No
Include Written Off
Transactions
No
Any errors found on this report should be corrected before closing the Purchasing period.