flexfield overview presentation

© 2016 eprentise. All rights reserved.

FlexField® Overview

Transforming Oracle® E-Business Suite


Organization Business Problem eprentise Solution

GE Global Research Global mandate to consolidate ~40

instances into ~20 instances and ~200

charts of accounts into a global COA.

Went live with merging 3 charts of accounts into 1

new one, changed the asset key flexfield, and

consolidated the India/China instance into the US

instance.

Xerox Long-term goal of a supply chain

instance and a go-to-market instance

Went live with merging 3 inventory organizations into

a new operating unit. The project involved a chart of

accounts change a calendar change, repointing to a

new OU, a new legal entity, and a new set of books.

Also merged sets of books and operating units for all

US operations.

Barrick Gold of North America Global Chart of Accounts

Merge Canada operations into US

Operations

Changed over 25 charts of accounts, Merged 9 sets of

books, 4 operating units, 2 legal entities, and 6

inventory organizations

Changed currency from CAD to USD for a public

company - had to reconcile to reported balances.

Novell Acquired by Attachmate

Attachmate had a different fiscal year.

GAAP rules required an asset

revaluation.

Attachmate’s legal entity in Ireland was

using a Euro as a functional Currency,

Novell’s legal entity in Ireland was

using USD

Calendar Change from beginning in October to begin

in May

Changed date placed in service, asset valuation,

remaining life to align with date of acquisition.

Currency Change (functional currency) from USD to

Euro for Irish Legal Entity.

Recent Significant Customer Solutions

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eprentise Can… …So Our Customers Can:

Consolidate Multiple EBS Instances

Change Underlying Structures and

Configurations

Chart of Accounts, Other Flexfields

Merge or Split Ledgers or Sets of

Books, Operating Units, Legal

Entities, Inventory Organizations

Calendars, Currency, Costing

Methods

Asset Revaluation, Inventory

Valuation

Separate Data

Introduction: Finished but not Done

: Transformation Software for E-Business Suite

Reduce Operating Costs and Increase

Efficiencies

Shared Services

Data Centers

Adapt to Change

Align with New Business Initiatives

Mergers, Acquisitions, Divestitures

Avoid a Reimplementation

Reduce Complexity and Control Risk

Improve Business Continuity, Service Quality

and Compliance

Streamline Operations with Visibility to All Parts

of the Business

Establish Data Quality Standards and a Single

Source of Truth

Company Overview: Incorporated 2007, Helene Abrams, CEO

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Chosen as a "Cool Vendor" in the Cool Vendors in Master Data Management (MDM), 2011 report by Gartner, Inc.

Awarded Patent for eprentise Consolidation Software, 2012

Does not violate Oracle Support Agreement

Delivering CPE credits in educational webinars

Marketing Awards

Collaborate12

User’s Choice

Traffic Stopper

Visionary

Collaborate13

Best Exhibitor Marketing

Collaborate14

Best in Show

Significant Accomplishments

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Out-of-the-Box Software


Transformation Software Solutions

Two Product Lines:

FlexField® Change chart of accounts in EBS

Built-in Rules

Changes data in all subledgers, add-in for HR Cost Allocation

Retain all historical transactions

Quick, easy project, low price point

eprentise® Transformation Software that remodels any setup data or consolidates

multiple instances

Reorganizes configuration, master, and transaction data

Maintains all history resulting in a single source of truth

Based on a source that is transformed into a target

Generates rules and code to resolve conflicts

Metadata Analysis and intelligent knowledge repository

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Designed for the business user.

Built-in features automatically

update related information to

maintain the relational integrity

among data.

Error-checking that identifies

exceptions and alerts the user,

even across multiple COAs.

Simple graphical user interface

that takes you through the

FlexField process.

Out-of-the-box software to meet

any requirements, whether it is

adding or reducing the number

or size of segments, mapping 1

segment to many or many

segments or values to one, or

re-ranging values.

Retains all history, allowing for

streamlined reporting and

complete, consistent, and correct

information.

Why is FlexField® the industry-leading solution for changing the accounting flexfield?

Change your Oracle chart of accounts as often

as your business changes.

Model multiple iterations of your chart of

accounts to facilitate design.

Map many charts of accounts to one new one.

Retain all history.

Load, map, and go.

Low risk.

Rapid change, short project.

Map 1:1, M:1, or even 1:M

at the segment level.

Low cost.

Change COAs without

Reimplementing:

Project Approach - eprentise FlexField® Software

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Flexfield Components

Accounting Flexfield Structure: Segments, Values, Code Combinations

Company Business Unit Cost Center Region Account

01 100 150 East 1111

02 100 210 West 2222

Segments or

Dimensions

Values

01.100.150.East.1111 Code Combination

Chart of Accounts in E-Business Suite

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FlexField Software – Process Flow Create new COA in E-Business Suite (Structure, Qualifiers)

Install FlexField software (client/server)

Run current baseline report set

Pair accounting flexfields

Map either segments and values or code combinations

Create mapping file from software

Add new values, combinations in Excel®

Load csv file into FlexField Software

Resolve Exceptions

Execute Changes

Transform CCIDs

Apply changes to history, subledgers

Align balances

Print audit report

Run report set to reconcile

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Create a Test Environment

Set Up Oracle Applications

Create FFIELD Schema and Tablespace Create a new FFIELD schema in the Oracle Applications database

with a unique password. You’ll use this password to log on to FlexField.

Grant the FFIELD schema a DBA privilege.

Create a new FFIELD tablespace sized about 2GB for every 100GB database size.

Assign the FFIELD tablespace exclusively to the FFIELD schema.

Make the FFIELD tablespace the default tablespace for the FFIELD schema.

Set Up Environment

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Log In

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Environment Report

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Environment Report

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Prepare Instance

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Mapping the Accounting Flexfield: Either Segments and Values or Code Combinations

Segments Company Company

New

Segment Current

Segment

Cost Center Cost Center New

Segments

Current

Segment + Location

Product Line Line of Business New

Segment Current

Segments + Cost Center

1:1

1:M*

M:1

Values or Code Combinations Company

01

Company

100 New

Value

Current

Value

Cost Centers

01

02

03

Activity

101 New

Value

Current

Values

1:1

M:1

New Mapping Must be Derived from Old Segment Values

*Segment Level Only

CO-CC-ACT

01-10-1000

01-20-1500

CO-CC-ACCT-LOC

100-300-16000-200 New

Value

Current

Value

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Select the Source and Target Flexfield

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FlexField Software to Change your EBS Chart

of Accounts Map Segments and Values

or Code Combinations

Segment Mapping Changes CCID everywhere

All setups

All subledgers

All history

Looks as though the

new chart of accounts

was part of the original

implementation

Full audit trail, drill

down, roll up

Built in exception

reporting

1 1 Mapping

M 1 Mapping

1 M Mapping

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Create Mapping Files 1:M – Mapping of Cost Center to (Cost Center and Location)

M:1 – Mapping of (Region, Account, Product) to Account

A B C D E F

CC Value

CC Description New CC Value

New CC Description New LOC Value

New LOC Description

1 01 US 00 Default 101 US

2 02 Overseas Distribution 02 Overseas Distribution 000 Default

3 03 France 00 Default 303 France

4 27 Consulting Services 04 Consulting Services 000 Default

5 95 IT Operations 05 IT Operations 000 Default

6 99 Toronto 00 Default 199 Toronto

Current Cost

Center

Segment

Values and

Descriptions

New

Cost Center

and Location

Segment

Values and

Descriptions

Current

Region,

Account, and

Product

Segment

Values and

Descriptions

A B C D E F G H

Reg

Value

Reg

Description

Account

Value Account Description

Product

Value

Product

Description

New

Account

Value

New Account

Description

1 01 Southwest 1400 SALES COMMISSIONS 001 computer 140000 SALES COMMISSIONS

GENERAL

2 01 Southwest 1405 SALES COMMISSIONS - OTHER 002 hard drive 140500 SALES COMMISSIONS

HARD DRIVE

3 02 Northeast 1410 SALES COMMISSIONS - RESERVE 001 computer 140000 SALES COMMISSION

GENERAL

4 02 Northeast 1415 SALES COMMISSIONS SERVICES -

SUPPORT 003 Services 146000

SALES COMMISSION -

SERVICES

5 02 Northeast 1415 SALES COMMISSIONS SERVICES -

WARRANTY 003 Services 146000

SALES COMMISSION -

SERVICES

6 03 Southeast 1410 SALES COMMISSIONS - RESERVE 002 hard drive 141000 SALES COMMISSIONS -

RESERVE

New

Account

Segment

Values and

Descriptions

Account Type Mismatch

Multiple Descriptions

Splitting Balancing Segment

Length of Value Exceptions:

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© 2016 eprentise. All rights reserved. | 19

Split Balancing Segment Add-On Features

Split the balancing segment values into multiple segments

Map the new value for the balancing segment value based on the multiple segments

In COA based on the combination of Company(Balancing segment) and Management Entity

segments, it will be mapped to a new unique balancing segment value (Legal Entity)

Resolve all the references to the balancing segment values in the configuration and the

transaction tables for

Intercompany

Intra-company

Additional before and after conversion reports will be provided for intercompany and intra-

company setup as part of the audit trail from the software.

Old Company Value (BSV) Old Company Description

Old Management Entity Value (Custom BSV)

Old Management Entity Description New Legal Entity BSV New Legal Entity Description

03 CHINA TECH CENTER COMPANY 0010 CTC-GE CHINA CO 0310

CTC-GE CHINA CO

03 CHINA TECH CENTER COMPANY 0011 CTC-GE SOURCING CO 0311

CTC-GE SOURCING CO

03 CHINA TECH CENTER COMPANY 0012 CTC-GE GNO/GCO 0312

CTC-GE GNO/GCO

03 CHINA TECH CENTER COMPANY 0013 CTC-GE GCF 0313

CTC-GE GCF


Chart of Accounts Flip The chart below contain the rules mapping for the Current CoA (Oracle Pascal) to New CoA according to ES

Current (PASCAL) New (ES) Definitions Comments

Segment1 Legal Entities Segment1 Legal Entities LE/Branch Gold ID (Default IF1235)

Segment2 Natural Account Segment3 Natural Account MARS Account

Segment3 Function Segment6 Cost Center

P&L only - mapped to Sites &

Functions

(OG + Branch Code + Cost

Center)

Segment10 Function Grouped Oracle HR Functions

Segment4 Analytical Segment7 Geography Country codes (Default BRL)

Segment5 PMS (ME) Segment9 Ref P&L only – Product

(Plataform - Hyperion

Metadata level)

Segment6 Intercompany Segment4 ILE LE/Branch Gold Id (Utilized BUC data IBS System)

Segment 5 IME Same as ME

Segment7 Reserved1 Segment12 Reserved1 Future Use

Segment8 Reserved2 Segment13 Reserved2 Future Use

Segment2 ME

Tier 2 (DS, SS, TM, GS, etc.)

mapped to MARS OILTRN (Default OILTRN)

Segment8 Project Code Null value but will be in COA (Default 0000000000)

Segment11 Book type STAT / US GAP / TAX indicator (Default P)

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Overwrites existing segment value mappings

Repeat Loading until you are satisfied with mappings and have no exceptions

Load Mapping Files into FlexField

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View Mapping Exceptions

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View Mapping Values

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Execute Changes

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Apply Changes to Database

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Align Accounts

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Balance Tables (GL, AX, XLA etc.)

Unique constraint on code combination ID

Forces one balance per code combination

No other tables are affected

Old CCID

New CCID

Entity Cost Center

Account Interco Future Use

Balance

7754 54669 02001 00965 150170 0000 0 $100,000.59

7766 54669 02001 00965 150170 0000 0 $10,250.33

7783 54669 02001 00965 150170 0000 0 ($7,432.84)

54669 02001 00965 150170 0000 0 $102,818.08

Many old CCIDs mapped to the same new code combination

Merging Balances

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Audit Trail

Export Current and New Code Combinations

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Screens from Apps

FA Asset Categories – changed by FlexField

PO Expense Account Rules – dataloader

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Journals > Enter > Can view posted transactions from Jan.09 Journals > Enter > Can drill down to detail to view subledger transactions AP/PO

More Screens from Apps

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Mass Allocations and Summary

Templates Need to be Created

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Post-Change Steps (Not covered by Software)

Hard-Coded (RICE-W Activities)

Interfaces to third-party systems

Data Warehouse

Reports

Workflows

OFA – Oracle Financial Analyzer

ADI Templates

Uses Ranges

Approval Assignments

Budget Assignments

New EBS Features

New Modules/Functionality

Some Configuration – New CoA, Ledgers

Upgrade to R12

Definition of target

Testing and Cutover Strategy and Execution

COA Rules (Use Business Logic)

Cross Validation

Consolidation

Account Derivation Rules

Accounting Generator

Roll-up Groups

Security Rules

Summary Templates

Mass Allocations

Costing and Revenue Recognition Rules

Descriptive Flexfields

“Auto” - anything

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Consolidate Instances

Change accounting structures

Move legal entities into new sets of books

Divest a business unit

Change calendars

Change currency

Change other flexfields

Merge sets of books

Combine organization units

Change costing methods

Move operating units into new ledgers

Merge inventories

Change business groups

Transformation Benefits Shorter project duration with fewer

resources translates to lower costs

Repeatable results, reusable as requirements change

Requires less than half the time and resources of

consulting efforts

Accurate, consistent results (no need to

worry about different coding styles,

standards, skill levels, corrupting database,

differences in different versions)

Eliminates need to “qualify” consultants on technical

skills

Maintains database integrity

Retains all history

Avoids re-implementation

Reduces risk

No Oracle Application software is changed

or customized.

No need for external, mapping, data

warehouse, or reporting to reconcile

different businesses.

Make the most of existing resources

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Getting Started What do we provide?

Software license

Product Support

Sales assistance and

training for your team

Marketing materials

What do you need to do?

We do not have a consulting

team.

Resources usually include a

DBA, a project manager, and 1

- 2 functional consultants or

business analysts per business

area.

There are usually other related

services needed – reports,

interfaces, non-Oracle E-

Business updates, patches,

upgrade to new release (R12).

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Customer Quotes Describe your experience:

“Would definitely recommend the software and the company and have already done so.

If the need arises for us to make any other changes this will be my first and only call.”

“Easy way to verify that you have considered all the mappings for old to new chart of

accounts and peace of mind that the results will be accurate.”

“The experience is very good and we got the results as we expected.”

“The tool worked perfectly – the staff was very helpful and dedicated to our project.”

“The FlexField software is very easy to implement and use. FlexField’s Express personnel

were very accommodating and provided assistance whenever needed. Their customer

service is excellent.”

“We are very pleased with the product and the overall project. I’d recommend the

product to anyone.”

“Was completely satisfied with software and support.”

“Exceeded all expectations.”

“My client was very satisfied with the project and service. The product did exactly what

it was supposed to do and we were very pleased with the outcome.”

The product proved to be dependable from the first test.

Don’t have the details but it was a big saving for the company

Successfully accomplishing this [calendar change] in less than 10 days is amazing.....

“My experience

with the product

and the service is

exceptional.”

“The whole project

has been a success.

Saved the company

lots of money by not

reimplementing

Oracle.”

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Project Planning

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Must be used if you use the

HR_COST_ALLOCATION flexfield

Depends on the segments and values of the

accounting flexfield

Performed after the chart of accounts has

been changed

HR Cost Allocation FlexField Add-in

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Map to the new costing flexfield

Map the costing flexfield to the COA

Map costing segments

Map COA segments (only required if you did combination mapping in the COA)

Map Cost Values

Execute Changes

Print the Mapping Report

Prerequisites: Define the new HR_COST_ALLOCATION flexfield

in EBS to match to the segments and value sets

that you have defined for your new chart of

accounts

Define the flexfield segment Qualifiers

Complete the chart of accounts change with

FlexField software

Post-steps: Define GL Account Code Mapping (Payroll

to GL Segment Mapping)

HR Cost Allocation Change

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Map to New Cost

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Map Cost to COA

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Map Cost Segments

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Complete the Mapping File Generated by

the Software

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Execute Changes

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Print the Mapping Report

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Thank You! Contact

407.591.4950

888.943.5363

[email protected]

One World, One System, A Single Source of Truth One World, One System, A Single Source of Truth

www.eprentise.com

mailto:[email protected]

http://www.eprentise.com/

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