GIS Approval

(Change to the Approval process)

Business Requirements Document

2018
Security Classification: Internal Use

Process / Document
Owner
Document ID GIS Approval Process Version 1.1
ALSHAYA-KWT-ACD-FIN-BRD007

Name Signature Date

Sponsor Ajaya Upadhyaya

Approved by Vipul Gala

Krunal Karvat

Hareesh Nair

Reviewed by Rajul Batra

Mrunmoy Panigrahi

Elizabeth Ipe

Prepared by Anthony Baptista

 Table of Contents
Project Background.........................................................................................................................................................................................
AS-IS Process......................................................................................................................................................................................................
Requirement details...................................................................................................................................................................................... 10
1. Functionality to generate a GIS transaction inbound report, with the below columns : -................................10
2. Distribution line-wise information to be displayed on report.....................................................................................11
3. Status Column to be incorporated in the report................................................................................................................11
4. Functionality to upload the GIS transactions using WEBADI tool..............................................................................11
5. Functionality to automate “Transfer Inter Company Transaction to General Ledger” job in GIS.................12
6. Functionality to automate “GL Import” job in GL..............................................................................................................12
Amendment (added as part of version 1.1).........................................................................................................................................13
1. Functionality to automate description from Inter Company GIS to GL (Journal)................................................13
Project Background

Changes in the process of approval of GIS - from too many screens to single screen approval
Currently when a finance user queries “received GIS” in any particular entity, the result panel will reflect
only '10' line items on one page, after which the user has to go through 4 separate screens for approving
or rejecting a single GIS, also the 9-segment flex field accounting combinations needs to be edited if
required.
On an average there are approximately 100+ GIS on a daily basis for Qatar as an example and during
month end closing time the number goes 250+.
After approving the GIS transactions, the user needs to execute the "Transfer to GL request" from the GIS
module to transfer the journals to GL.
After the "Transfer to GL request" is completed, user needs to execute the "Import Journals" process in
GL for each entity and post those journals in GL which is a time-consuming process.
The Proposed process is to enhance / simplify the approval / rejection of GIS using an Upload
functionality through WEBADI and automation of the jobs in GIS and GL.
This document details the GIS approval requirement.
AS-IS Process

Process Flow

Process Steps

 GIS Approval

Step 1: Access Intercompany User  Transaction  Inbound, on Oracle financials

Step 2: A new window will be displayed, with a search panel for GIS Inbound Transactions
Step 3: Enter the Recipient and Transaction Status and Click on Go

All GIS inbound transactions based on the search parameter will be displayed

Step 4: Click on the Update Transaction Icon for the required transaction

Step 5: Review the below Details:-

 Initiator
 Batch Information Description
 Recipient Accounting  Account (9 Segment Flex Field)
 1
2

Step 6: Edit / Change Recipient Accounting 9 segment Flex Field (Optional)

Step 7: Click on the “Approve” button

Step 8: A confirmation message will be displayed, mentioning that the transaction has been approved.
 GIS Rejection

Step 1: Access Intercompany User  Transaction  Inbound, on Oracle financials

Step 2: A new window will be displayed, with a search panel for GIS Inbound Transactions

Step 3: Enter the Recipient and Transaction Status and Click on Go

All GIS inbound transactions based on the search parameter will be displayed
Step 4: Click on the Update Transaction Icon for the required transaction

Step 5: Enter the Rejection reason

Step 6: Click on the “Reject” button

Step 7: A confirmation message will be displayed, mentioning that the transaction has been rejected.
Requirement details

1. Functionality to generate a GIS transaction inbound report, with the below columns : -

Header Source of Data Type Remarks

Batch Number (GIS-Inbound transaction
Batch Number View only
search page)
Transaction Transaction Number (GIS-Inbound
View only
Number transaction search page)
Initiator (GIS-Inbound transaction search
Initiator View only
page)
Recipient (GIS-Inbound transaction search
Recipient View only
page)
Ignore for Upload through
Source Source of the GIS transaction View only
WebAdi
Transaction Status (GIS-Inbound Ignore for Upload through
Transaction Status View only
transaction search page) WebAdi
Transaction Type (GIS-Inbound transaction
Transaction Type View only
search page)
PO Number (for source as payables, PO
number is available in AP, for source Manual Ignore for Upload through
PO Number View only
/ Spreadsheet this column will remain WebAdi
blank)
Notes Part 1(Batch Information in the Ignore for Upload through
Invoice Number View only
Update Transaction page) WebAdi
Notes Part 2(Batch Information in the Ignore for Upload through
Supplier Code View only
Update Transaction page) WebAdi
Supplier name against a Supplier code from Ignore for Upload through
Supplier Name View only
Supplier master WebAdi
Distribution line description from AP (For
source as Payables, line description against
Distribution Line Ignore for Upload through
an invoice distribution line, For source View only
Description WebAdi
Manual / Spreadsheet this column will
remain blank if description is not available)
DFF Description (For source Payables, DFF
DFF Line description to be picked from line wise Ignore for Upload through
View only
Description distribution, For source Manual / WebAdi
Spreadsheet this column will remain blank)
Currency (Batch Information in the Update
Initiator Currency View only
Transaction page)

Ignore for Upload through

Debit Debit (Recipient Accounting line-wise) View only
WebAdi

Ignore for Upload through

Credit Credit (Recipient Accounting line-wise) View only
WebAdi

Functional currency for the recipient entity

Ignore for Upload through
Recipient Currency (Corporate Rate must be used for View only
WebAdi
conversion)
 Functional currency Debit for the recipient
Ignore for Upload through
Debit entity converted using corporate rate based View only
WebAdi
on the Initiator Currency

Functional currency Credit for the recipient

Ignore for Upload through
Credit entity converted using corporate rate based View only
WebAdi
on the Initiator Currency

Recipient Any modification done

Accounting Flex Account (Recipient Accounting line-wise) Editable should update the
field transaction, while doing the
upload process
If Source is AP, then AP Approver, otherwise Ignore for Upload through
Sender View only
will remain "Blank" WebAdi
Option to enter as follow Any modification done
"A" - Approve should update the
Status "R" - Reject Editable transaction, while doing the
Blank or any other letter - No Action upload process
required
Any modification done
should update the
Reject Reason Text column to enter rejection reason Editable
transaction, while doing the
upload process

 Report execution parameter should contain: -

 Initiator
 Recipient
 Transaction Status – Preset to “Received”

2. Distribution line-wise information to be displayed on report

Report should contain Distribution lines-wise information against each transaction, however approval
will continue to remain @ transaction level

3. Status Column to be incorporated in the report

Status column to be incorporate in the report, for finance users to mark the transactions as Approve or
Reject.

 If the user Enters the Status as “Reject” then the reject reason should be mandatory
 If the user Enters the Status as “Approve” then all editable columns where-in the user has made
changes should get updated to the GIS transaction
 If the user does not select as “Reject” or “Approve” then No Action should be taken, these
transactions will remain in the received queue of the GIS transaction page

4. Functionality to upload the GIS transactions using WEBADI tool

Functionality to be developed to upload the GIS transaction report using the WEBADI tool to Approve /
Reject transactions, columns that are for view purpose only should not be uploaded to GIS
5. Functionality to automate “Transfer Inter Company Transaction to General Ledger” job in GIS

Currently Once the GIS inbound transaction is approved, finance user manually executed the “Transfer
Inter Company transaction to General Ledger” job in GIS, this process needs to be automated such that
once the Inbound GIS transaction is approved, the Job to push transactions to GL should get triggered
automatically.

6. Functionality to automate “GL Import” job in GL

Currently Once the “Transfer Inter Company transaction to General Ledger” job is completed, finance user
manually executed the “GL Import” job in GL, this process needs to be automated such that once the
“Transfer Inter Company transaction to General Ledger” job is completed the Job to Import journals in GL
should be triggered
Amendment (added as part of version 1.1)

1. Functionality to automate description from Inter Company GIS to GL (Journal)

Currently the line wise description is displayed on the Outbound as well as Inbound screens of GIS,
however once the GIS is approved and subsequent Journal Import process is executed, the Description
from GIS is not visible in the journal entry lines.

The default description displayed is :-

 Sender  GIS Spreadsheet

 Receiver  Journal Import Created

Below is the AS-IS process steps (example taken is for Spreadsheet process, however GIS Inbound
approval and journal import process remains same for Manual & Payables)

Step 1: Upload WebAdi

Step 2: Execute “Intercompany import program”

Step 3: Approve GIS Outbound

Step 4: Approve GIS Inbound

Step 5: Execute “Journal Import” process in Sending Entity

Step 6: Update the line wise description manually and Post the Journals in Sending Entity
Step 7: Execute “Journal Import” process in Receiving Entity

Step 8: Update the line wise description manually and Post the Journals in Receiving Entity

Requirement Details

Line Wise description from Intercompany GIS to be automatically displayed / incorporated in Journal Line
wise description

 Outbound GIS

Once the Finance user approves the Outbound GIS and executes the Journal Import Process for GIS
entries, the Line Wise Description visible in the GIS Outbound screen should automatically be
displayed in the line-wise description of the Journal Entry

Sample Entry for illustration purpose only

 GIS Outbound (No Change Required)

 Journal Import (Description from GIS outbound to be incorporated)

 Inbound GIS

Once the Finance user approves the Inbound GIS and executes the Journal Import Process for GIS
entries, the Line Wise Description visible in the GIS Inbound screen should automatically be
displayed in the line-wise description of the Journal Entry

Sample Entry for illustration purpose only

 GIS Outbound (No Change Required)

 Journal Import (Description from GIS outbound to be incorporated)