RD.

050 BUSINESS REQUIREMENTS SCENARIOS FOR CORE

BUSINESS PROCESS

ORAERP INC.
Oracle General Ledger

Author:
Creation Date: 29-May-13
Last Updated: 29-May-13
Document Ref: RD050_GL
Version: 1.0 Final

Approvals:

NAMES
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Document Control

Change Record
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Date Author Versi Change Reference

on

29-May- 1.0 No Previous Document

13

References

Document Name Ref.

MOM & AS-IS flow charts recorded

Accounting policies and procedure SAPP 3 (INV) & 12 (PO)

manual by D&T

Business plans for unbundled July 2002 doc.

companies by D&T

Proposed Organizational Chart for 10 June 2002

companies

Sector Law Second draft 5th May, 2001

Tender specification requirements

(excel sheets)

___________________
Reviewers

Name Position
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Distribution

Copy Name Location

No.

Note To Holders:
If you receive an electronic copy of this document and print it out, please write
your name on the equivalent of the cover page, for document control purposes.
If you receive a hard copy of this document, please write your name on the front
cover, for document control purposes.
RD.050 Business Requirements Scenarios Doc Ref: RD.050

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Contents

DOCUMENT CONTROL...................................................................................................................................................................................

OBJECTIVES.....................................................................................................................................................................................................

BACKGROUND..................................................................................................................................................................................................

SCOPE...............................................................................................................................................................................................................

Abbreviations used....................................................................................................................................................................................

ENTERPRISE PROCESS MODEL.....................................................................................................................................................................

FLOW CHART FOR CORE PROCESS MODELS.............................................................................................................................................

BUSINESS PROCESS IDENTIFICATION FOR CORE PROCESS MODELS.....................................................................................................

Entered Journals (GL001).................................................................................................................................................................

Entering Journals –ADI Upload ( GL002 )……………………………………………………………………………………………

Entering Budget Journals (GL003)…………………………………………………………………………………………………….

OPEN AND CLOSED ISSUES FOR THIS DELIVERABLE…………………………………………………………………………………………..

Journal Approval Flow

Journal Process Flow………………………………………………………………………………………………………………………………..

Function Flows............................................................................................................................................................................................

Closed Issues.................................................................................................................................................................................................
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Objectives

The objective of this document is to outline the Business Requirements, in as much detail as
possible, related to General Ledger business processes in ADCB Company, Abu Dhabi, to facilitate
implementation of Oracle General Ledger.
BASIC GUIDELINES TOWARDS FINALISATION OF BUSINESS REQUIREMENTS/CURRENT
BUSINESS BASELINE DOCUMENT SHALL BE TO ENSURE AN EFFICIENT, SMOOTH AND
EFFECTIVE IMPLEMENTATION, BY OBSERVING THE FOLLOWING:
1. The objective is to utilize to the best possible extent, the flexibility and facilities of
Oracle General Ledger.
2. Flexibility, therefore, will be the norm and will be ‘Built – In’ at every stage to the best
possible extent, based on available current information on the Business Processes given by the
users.
3. Reduction of the gaps will be ensured as far as possible.
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Scope
The scope of this study is limited to the functions pertaining to General Ledger based on the
Business Requirements information provided by ADCB Company.
The focus of the study and this document is to identify and outline the processes involving the
management of the General Ledger functions in the Oracle Application.
Business requirements Information
A combination of the following methods were used for collecting data on current business
scenario and future requirement for the 10 new companies-

 Standard questionnaire(one each for PO and Inventory) based discussions with

purchasing and stores departments on requirement of standard functions, special issues

 Visit to all all major stores(Ghubrah, Rusail, Wadi Jizzi and Azaibah) and study of all
processes, procedure, documents

 Overview of current IT systems being used

 Current forms and reports used for purchasing, contracts and inventory functions

 Document review of proposed Business plans, Statement of Accounting policies and

procedures by Deloitte & Touche with reference to inventory & purchasing function

(SAPP 3 & 12)

 Study of proposed draft organization structure for the 10 companies and sector law

 Information collected from Function Heads and their team on various dates during the
Requirements Analysis in Jan 2003, through meetings and discussions at various
locations. Discussions with user departments like Services, Generation, T&C, Projects etc

 Discussions with General Managers of new companies.

 Validation of requirements specified in the tender documents (excel sheets- Purchasing

and inventory)

AS-IS Processes

Based on above and various Minutes of Meetings all the ‘AS-IS’ processes as understood were
drawn.
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TO-BE Processes

The current business scenario has limited application and usefulness and requirement analysis has to
be primarily evolved using available documents, requirements communicated through various
discussions on the future vision, policies and procedures for the new companies.

The following inputs were considered for the design of TO-BE processes-

 Proposed organization structure

 D&T policies to the extent applicable to business processes

 Best practices as per Oracle ERP standard processes

 Elements of Current processes only to the extent applicable in future scenario

Abbreviations Used

The following abbreviations with the expanded forms have been used in this document:

Abbr. Detail
GL General Ledger

JE Journal Entry

CAT Category

JT Journal Type

SEQ Sequence

Amt Amount

DR Debit

CR Credit
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Abbr. Detail
LT Ledger Type

CUR Currency Code

BA Budget Amount
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1.1 Entered Journals (GL001)

The core business processes are identified as under:
Process: Entered Journals Business Function: General Ledger Date : 30-May-2013

Mapping Team: ORAERP COM Process Owner: Finance Team

INC

Librarian: Priority (H, M, L): Medium Core (Y/N)

Yes

Process Number: Description: This covers the process flow of entering Journals in the system
GL001

Assumptions Approval will be based on hierarchy and value.

Event Description:
This process is triggered when the user enters any manual journals in GL

Number:GL.00 Type: Source Agent: Finance Team

7 Transaction

Mechanisms: System Assisted

Process Elementar Result

ID # Description Type y Business Agent Statu
Function

GL001.01 Create a Journal Voucher in Internal - Journals Journal Finance Active

system. User will send the JV for Manual created Team
approval. Approval will be
based on amount and approval
hierarchy
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Process Elementar Result

ID # Description Type y Business Agent Statu
Function

GL001.02 Relevant person having the Internal - Journals Journal Finance Active
necessary approval rights will Manual Approved Team
approve the Journal.

GL001.03 Document sequence with Internal – Journals Document Finance Active

sequential numbering will be System sequence Team
automatically generated for Assisted generated
tracing Journal Entries and
document sequence would be
the same irrespective of Journal
categories

GL001.04 Relevant Person Internal - Journals Journal Finance Active

(Preparer/Approver) having Manual Posted Team
posting rights shall post the
journal upon receiving
notification from the final
approver.
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1.2 Entering Journals –WEB ADI Upload (GL002)

Process: Entered Journals Business Function: General Ledger Date : 05-May-2013

Mapping Team: ADCB Company Process Owner: Finance Team

Librarian: Priority (H, M, L): High Core (Y/N) :Yes

Process Number: GL002 Description: This covers the process flow of entering Journals in the system using ADI

Assumption Approval will be based on hierarchy and value.

Event Description: This process is triggered when the user wants upload payroll journals or nay
other journals.

Number:GL.002 Type: Transaction Source Agent: Finance Team

Mechanisms: System Assisted

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Process Elementary Result

ID # Description Type Business Agent Status
Function

GL002.01 Create a Journal Vouchers in system Internal - Manual Journals Journal Finance Active
using WEBADI. created Team

GL002.02 User will send the JV for approval. Internal - Manual Journals Journal Finance Active
Approval will be based on amount and created Team
approval hierarchy

GL002.03 Relevant person having the necessary Internal - Manual Journals Journal Finance Active
approval rights will approve the Journal Approved Team

GL002.04 Document sequence with sequential Internal – System Journals Document Finance Active
numbering will be automatically Assisted sequence Team
generated for tracing Journal Entries and generated
document sequence would be the same
irrespective of Journal categories

GL002.05 Relevant Person having posting rights Internal - Manual Journals Journal Finance Active
shall post the journal upon receiving Posted Team
notification from the final approver.
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1.3 Entering Budget Journals – (GL003)

Process: Budget Entered Journals Business Function: General Ledger Date : 05-May-2013

Mapping Team: ADCB Company Process Owner: Finance Team

Librarian: Priority (H, M, L): High Core (Y/N) :Yes

Process Number: GL003 Description: This covers the process flow of entering Budget Journals in the system using
ADI

Assumption Approval will be based on hierarchy and value.

Event Description: This process is triggered when the user wants upload Budget journals.

Number:GL.003 Type: Transaction Source Agent: Finance Team

Mechanisms: System Assisted

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Process Elementary Result

ID # Description Type Business Agent Status
Function

GL003.01 Open the Enter Budget Journals window Internal - Manual Journals Journal Finance Active
and specify the Budget Organization created Team

GL003.02 Enter the Budget you want to update and Internal - Manual Journals Journal Finance Active
the range of Accounting Periods created Team

GL003.03 Enter the Currency for these budget Internal - Manual Journals Journal Finance Active
amounts. The account combinations must Approved Team
be assigned to the budget organization
for this currency.

GL003.04 Select a journal entry mode from the list Internal – System Journals Document Finance Active
of values when entering budget journals Assisted sequence Team
for a single account combination generated

GL003.05 Query the Accounts to which you want to Internal - Manual Journals Journal Finance Active
budget. Remember, you can only enter Posted Team
budget for account strings that have been
created and saved in the database. To
budget a new account string, you can add
that account string through the Range
Assignment screen.

GL003.06 Enter a Debit or Credit amount for each Internal - Manual Journals Journal Finance Active
period or use budget rules. created Team

GL003.07 Select [Create Journals] to create a Internal - Manual Journals Journal Finance Active
budget journal . created Team

GL003.08 When the Create Journals screen pops up, Internal - Manual Journals Journal Finance Active
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Process Elementary Result

ID # Description Type Business Agent Status
Function

enter the batch name. Approved Team

GL003.09 Select Budget for the category for which Internal – System Journals Document Finance Active
we want to apply. Assisted sequence Team
generated

GL003.10 Click [Reserve Funds]. Internal - Manual Journals Journal Finance Active
Posted Team

GL003.11 When the reserve funds process has Internal – System Journals Document Finance Active
completed, click [Done]. This will initiate Assisted sequence Team
a concurrent process that creates the generated
journal entries.
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2.1 General Ledger –Journal Process and Approval Flow