Flexfields

 General Ledger (GL)

 Inventory and Purchasing modules
 Payables module
 Receivables module

In Oracle, a "flexfield" is a customizable field or a group of fields that can be used to capture and
display additional information in Oracle Applications. Flexfields are a key feature in Oracle's
enterprise software, particularly in the Oracle E-Business Suite.
There are two main types of flexfields in Oracle:

Key Flexfields (KFF):

 Key Flexfields are used to capture key data elements that have a structure, such as
account numbers, part numbers, or other significant codes. They allow for a combination
of multiple segments to form a single identifier. Each segment can have its own set of
valid values and value sets.
 Example: In an accounting system, an account number might be composed of segments
for company code, department code, and account type. Each segment can be defined
independently but together form a unique account number.

Descriptive Flexfields (DFF):

 Descriptive Flexfields provide a way to add custom attributes to entities without altering
the underlying database schema. They are used to capture additional information that
might not be covered by standard fields. DFFs are usually context-sensitive, meaning
they can change based on the context in which they are used.
 Example: In a purchase order system, you might use a DFF to capture additional
information such as the project code, approval status, or any other custom attribute that
the standard system does not track.

1.General Ledger (GL)

In Oracle General Ledger (GL), flexfields are particularly important for defining the Chart of
Accounts and capturing additional transactional and reporting information.
The two main types of flexfields used in Oracle General Ledger are Key Flexfields and
Descriptive Flexfields.
Key Flexfields in Oracle General Ledger

Chart of Accounts (COA) Key Flexfield:

The primary use of Key Flexfields in Oracle General Ledger is to define the Chart of Accounts.
The Chart of Accounts Key Flexfield is a structure composed of multiple segments, each
representing a different component of the account code. This flexible structure allows
organizations to create a customized Chart of Accounts that suits their specific financial reporting
and management needs.
Components of a COA Key Flexfield:
1. Company Segment: Identifies different legal entities or companies within the
organization.
2. Cost Center Segment: Represents various departments, cost centers, or functional
areas.
3. Account Segment: Captures specific accounts for assets, liabilities, revenues,
expenses, etc.
4. Product Segment: (Optional) Used for product lines, projects, or other
categorizations.
5. Intercompany Segment: (Optional) Used for intercompany transactions.
6. Location Segment: (Optional) Represents different geographical locations.

Each segment can have its own set of valid values and validation rules, ensuring consistency and
accuracy in financial reporting.

Descriptive Flexfields in Oracle General Ledger

Descriptive Flexfields (DFFs) in Oracle General Ledger allow users to capture additional
information that is not part of the standard account structure. These fields can be customized and
are context-sensitive, meaning they can change based on the specific transaction or account
being used.

Use Cases for DFFs:

Additional Transaction Details: Capturing extra details on journal entries, such as

project codes, approval references, or internal notes.

Supplementary Reporting Data: Storing information required for specific reporting

purposes, such as regulatory compliance data or internal audit information.

Custom Attributes: Adding custom attributes to GL balances or transactions without

modifying the underlying data structures.
 Example: A DFF might be used to capture a "Project Code" for expenses related to a
specific project. When entering a journal entry, users can enter the project code in the
DFF segment to ensure that all related expenses are tracked accurately.

Benefits of Using Flexfields in Oracle General Ledger

 Customizable and Scalable: Flexfields provide a flexible and scalable way to design
and manage the Chart of Accounts, accommodating changes in business structure or
reporting requirements.
 Enhanced Data Entry and Reporting: With DFFs, organizations can capture and report
on additional data without altering the core database schema.
 Improved Data Consistency: Validation rules and value sets ensure that only valid data
is entered, improving the accuracy and consistency of financial information.
 Context-Sensitive Information: DFFs can adapt based on the context, making data entry
more intuitive and relevant to the specific transaction or account.

2.Inventory and Purchasing modules

In Oracle R12, the Item Categories flexfield is a Key Flexfield used in the Inventory and
Purchasing modules to categorize items in a structured and organized manner. This
flexfield helps in classifying inventory items into meaningful categories, making it easier
to manage and report on different types of items.

Structure of Item Categories Key Flexfield

The Item Categories Key Flexfield is typically composed of multiple segments, where each
segment represents a different level of categorization. For example, you might have segments for
Major Category, Minor Category, and Sub-Category.

Example Structure:

 Segment 1: Major Category

o Office Supplies
o IT Equipment
 Segment 2: Minor Category
o Desks
o Chairs
o Laptops
o Monitors
  Segment 3: Sub-Category
o Wooden Desks
o Ergonomic Chairs
o Gaming Laptops
o HD Monitors

Example Code: 01-02-01 (Office Supplies-Desks-Wooden Desks)

In Inventory:

 Item Definition: When defining an item, you can assign it a category code based on the
defined structure.
 Item Search and Reporting: Use the category segments to search for items and generate
reports based on item categories.

In Purchasing:

 Requisitions and Purchase Orders: Categorize items in requisitions and purchase

orders to streamline purchasing processes and improve spend analysis.
 Supplier Item Catalogs: Organize supplier catalogs using the item categories for better
supplier and item management.

Benefits of Item Categories Flexfield

 Enhanced Organization: Helps in organizing items into structured categories, making it

easier to manage large inventories.
 Improved Reporting: Facilitates detailed and meaningful reporting on inventory and
purchasing data.
 Consistent Data Entry: Ensures consistency in item categorization through validation
rules and predefined value sets.
 Scalability: Supports the addition of new categories as business needs evolve.

3.Receivables module
Key Flexfields in Oracle Receivables

1. Sales Tax Location Flexfield

This flexfield is used to define tax locations for sales transactions. The structure can be
customized to reflect various levels of geographic detail, such as country, state, county, and city.

Example Structure:

 Segment 1: Country
o US (United States)
o CA (Canada)
 Segment 2: State/Province

o CA (California)
o ON (Ontario)

 Segment 3: County
o LA (Los Angeles)
o SF (San Francisco)
 Segment 4: City
o Los Angeles
o San Francisco
o Toronto

Example Code: US-CA-LA-Los Angeles

Descriptive Flexfields in Oracle Receivables

Descriptive Flexfields (DFFs) in Oracle Receivables are used to capture additional information
on transactions, customer accounts, receipts, and other entities.

Common Uses of Descriptive Flexfields in Receivables:

1. Customer Information:
o Capturing additional attributes such as credit ratings, customer preferences, or
custom classification codes.
2. Transaction Details:
o Adding fields for project codes, internal notes, or additional transaction-related
information.
3. Receipt Information:
o Storing extra details such as receipt method descriptions, bank details, or payment
terms.
4.Payables module
Payables modules are used to enhance data capture, reporting, and customization capabilities,
allowing businesses to tailor the system to their specific needs. There are two primary types of
flexfields used in Oracle Payables: Key Flexfields (KFF) and Descriptive Flexfields (DFF).

Key Flexfields in Oracle Payables

1. Accounting Flexfield

The Accounting Flexfield is a critical KFF in Oracle Payables, used to structure the Chart of
Accounts. This flexfield defines how financial data is recorded and reported.

Example Structure:

 Segment 1: Company
o 01: Corporate
o 02: Subsidiary
 Segment 2: Department
o 100: Sales
o 200: Marketing
 Segment 3: Account
o 5000: Revenue
o 6000: Expense
 Segment 4: Product
o 01: Product A
o 02: Product B

Example Code: 01-100-5000-01 (Corporate-Sales-Revenue-Product A)

Descriptive Flexfields in Oracle Payables

Descriptive Flexfields (DFF) in Oracle Payables are used to capture additional information on
invoices, suppliers, payments, and other payables-related entities.

Common Uses of Descriptive Flexfields in Payables:

1. Invoice Information:
o Capturing additional attributes such as project codes, approval statuses, or internal
comments.
2. Supplier Information:
o Storing extra details like supplier evaluation scores, certification statuses, or
contract terms.
 3. Payment Information:
o Recording additional data such as payment method details, bank transaction
references, or custom compliance information.

Benefits of Using Flexfields in Oracle Payables

 Customization without Coding: Allows for extensive customization of data capture

fields without altering the core code or database schema.
 Enhanced Reporting: Facilitates detailed and flexible reporting based on custom data
fields.
 Improved Data Entry: Ensures consistency and accuracy in data entry through
validation rules and predefined value sets.
 Adaptability: Easily adapts to changing business requirements by allowing the addition
of new segments and values.