User Guide

Version 4.2 Revised January 2014

FlexField User Guide 2014 eprentise, LLC. All rights reserved. No part of this manual may be reproduced, stored in a retrieval system, or transmitted in any form or by any means without written permission from eprentise. www.eprentise.com FlexField Express and FlexField are registered trademarks of eprentise, LLC. eprentise is a registered trademark of eprentise, LLC. Oracle and Oracle E-Business Suite are registered trademarks of Oracle Corporation. Windows and Excel are registered trademarks of Microsoft Corporation. All other company or product names are used for identification only and may be trademarks of their respective owners.

Contents INTRODUCTION TO FLEXFIELD ................................................................................................................................................................................. 1

About FlexField ..................................................................................................................................................................................................... 1 Support ................................................................................................................................................................................................................... 3 FlexField Terms ..................................................................................................................................................................................................... 4

STARTING THE FLEXFIELD PROCESS ..................................................................................................................................................................... 5 The Environment .................................................................................................................................................................................................. 14 Prepare Instances ................................................................................................................................................................................................ 17

MAPPING THE ACCOUNTING FLEXFIELD .............................................................................................................................................................. 19 MAP CHART OF ACCOUNTS ......................................................................................................................................................................................... 21 MAP SEGMENTS ......................................................................................................................................................................................................... 26 MAP VALUES .............................................................................................................................................................................................................. 30

Generating Mapping Files from FlexField ............................................................................................................................................................ 30 Creating Segment Value Mapping Files .............................................................................................................................................................. 37 Loading Mapping Files ......................................................................................................................................................................................... 41

MAP CODE COMBINATIONS ......................................................................................................................................................................................... 43 Deleting Value Mappings ..................................................................................................................................................................................... 45 Viewing Mapping Exceptions ............................................................................................................................................................................... 45 Correcting Mapping Exceptions ........................................................................................................................................................................... 46 Value Mapping Reports ........................................................................................................................................................................................ 47

EXECUTE CHANGES ................................................................................................................................................................................................. 51 Transform Old Code Combinations ..................................................................................................................................................................... 51 Apply Changes to Database ................................................................................................................................................................................ 52 Align Accounts ..................................................................................................................................................................................................... 52 Reports ................................................................................................................................................................................................................. 58

ENDING THE FLEXFIELD PROCESS ........................................................................................................................................................................ 63 PERFORM ORACLE E-BUSINESS SUITE POST-STEPS ................................................................................................................................................... 63

Example Post- Steps ........................................................................................................................................................................................ 65

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Introduction to FlexField About FlexField FlexField is a simple software solution that delivers new Oracle E-Business Suite accounting flexfield1 structures, values and code combination IDs (CCIDs) propagated throughout your existing Oracle data.

FlexField changes your accounting flexfield in an easy, three-phased process:

1. Start by identifying the accounting flexfield you wish to change and its new structure. If you wish to change segment length in an existing chart of accounts or remove zero balance accounts from an existing set of books or ledger, you can apply FlexField using the same chart of accounts as both the current and the new. If you wish to add, remove, or reorder segments, begin by preparing a new chart of accounts in the same Oracle E-Business Suite database as the flexfield you wish to change. Then, install FlexField and use it to capture and validate the unique objects, constraints, and triggers in your Oracle database.

2. Map the current flexfield elements to the new flexfield elements with which they are to be replaceda simple process done through the FlexField graphical user interface or using common .CSV files that can be created in most spreadsheet software. These mappings create the rules used by FlexField to change the existing GL values, code combinations and CCIDs everywhere they are referenced, including in all subledgers. You can map entire code combination strings or individual segments and their values.

3. Finally, in just three clicks, tell FlexField to automatically transform your old code combinations and CCIDs according to your mappings, apply the new code combinations and CCIDs everywhere the accounting flexfield is used in Oracle E-Business Suite, remove the old code combinations and CCIDs, and align the new chart of accounts so that all entries belonging to a single CCID are summarized into a single line.

The FlexField process is designed to be performed over the course of a single weekend, often in the course of a single afternoon (depending on the size of your database). FlexField checks the completeness and validity of your mappings as you work and will not allow you to proceed with errors, ensuring that the work done in FlexField will merge seamlessly into your database when you are ready to apply the changes.

1 FlexField can be used only to change the accounting flexfield, with a separate module to reflect the accounting flexfield changes in the HR cost allocation flexfield, not any other flexfields. eprentise Reorganization software may be used to change other flexfields.

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Your FlexField license is issued for a specific number of flexfields. You can change a named flexfield unlimited times in your test environments and only once in your production environments. Once you have converted your chart of accounts in the production environment, the license for that named chart of accounts is used up.

This allows you to repeat the FlexField process using several new chart of accounts for what if analysis.

The number and name of flexfields you can change will be recorded in the license key file sent to you by eprentise. After you execute the file during installation, only the licensed flexfields will be active and available for selection within the product.

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Support For help using FlexField software, visit the FlexField support page at:

http://www.eprentise.com/support

Complete the web form and a FlexField customer support representative will contact you within two business days.

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FlexField Terms Here are some terms we use throughout this guide:

A flexfield segment is a single sub-field within an Oracle flexfield structure. In the accounting flexfield, they usually correspond to a particular characteristic of the business, such as a Region, Unit, Cost Center or Account.

Flexfield structures determine the exact order in which the segments are combined within a flexfield. Your accounting flexfield structure is known as your chart of accounts.

Segment values are the numeric or alphanumeric values that identify different entities within a flexfield segment, such as values identifying East Coast and West Coast in the Region segment.

A code combination is an entire concatenated string of flexfield segment values. It represents one entity in your chart of accounts to which transactions can be posted.

A code combination ID (CCID) is the unique, Oracle-assigned identifier that identifies a single code combination occurrence. A segment qualifier identifies the segment as having a particular use in Oracle E-Business Suite (EBS). Some examples of segment qualifier types include balancing segment, cost center segment, intercompany segment, account segment, secondary tracking segment, or management segment.

An account type categorizes the natural account segment and the corresponding code combinations as expense, liability, asset, revenue, or owners equity.

Company.Department.Account.Sub-Account.Product01 . 001 . 0001 . 0001 . 00001

segment

segmentvalue

structure

codecombination

CCID

1234 =

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Starting the FlexField Process Ideally, the entire FlexField change process for one accounting flexfield can be done in a single weekend, during which time you take your Oracle E-Business Suite out of production and perform the procedures in this guide. Depending on the size of your database and how well you have analyzed the necessary changes, the change process can be completed in as little as a few hours.

However, we strongly encourage you to first perform the FlexField process in a test environment and continue working there until you are satisfied with the results. Perform the sequence of set up procedures listed here; then, perform the FlexField procedures on the test instance. You will later follow most of the same procedures when you are ready to switch to the production instance.

1. Create a Test Environment Before making any changes to your Oracle E-Business Suite or database, run reports to get control copies of the data for use in testing your FlexField results. At the minimum, you should:

o Run standard financial reports, such as Trial Balance, for all sets of books or ledgers that have the chart of accounts that you want to change.

o Generally, we recommend running the same reports that you would run for closing a month. These reports become a baseline for reconciliation after the flexfield change

o Run a report of all invalid database objects (this will be used to test that you do not end with any more invalid objects than you started).

Create a new clone of the production Oracle E-Business Suite in a test environment.

o Make sure that there are no users logged in when you are creating the clone. 2. Perform the following DBA and System tasks in the Test environment

System Functions o Gather statistics, especially on the large tables in your EBS instance o Ensure the scheduled system or database backup processes are disabled o Disable all cron jobs (i.e. extracts for the data warehouse) o Disable all security for database tables

Database Functions o Increase the size of the SGA - preferably to the size of production. This will help to improve the performance as well as

provide a better estimate for production execution time.

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o Run the reports to check the allocated vs. used space for datafiles. [See Run the Environment Report] Allocate additional space for each tablespace where the threshold is above 75% used. Periodically monitor the tablespaces during the software run and add space as required once the threshold of 75% is reached. [See Additional Queries]

o Add additional rollback segments or allocate additional space for the undo tablespace (depends on the version of the database used). Periodically monitor the rollback segments or undo tablespace during the software run and add space as required. [See Additional Queries]

o For every Oracle E-Business Suite table that has more than 1,000,000 rows, set the max extents to unlimited and monitor the tablespace and rollback segment sizes during the FlexField process.

o Turn off Log Archiving, Audit and Trace programs. o Set the following minimum database parameters. If you have set these parameters to a larger value, no changes are

necessary o Parallel_max_servers 20 o Parallel_job_queue_20 o pga_aggregate_target 1GB

An Oracle instance with an inadequate pga_aggregate_target (i.e. the setting is too low), will often suffer from I/O related bottlenecks, and the Oracle database will often spend time in direct path read temp and direct path write temp wait states. The parameter may need to be adjusted depending on the workload.

o Size of the TEMP tablespace may vary depending on the data volume and the mapping. This will need to be monitored proactively during the initial runs to properly size the tablespace. [See Additional Queries]

3. Set Up Oracle E-Business Suite First in the test instance, then in the production instance when you are ready, perform these steps in Oracle E-Business Suite. Create New Chart of Accounts

If you are changing any part of your accounting flexfield structure (dropping or adding segments, etc.):

1 Create a new chart of accounts in Oracle E-Business Suite that reflects the new organizational structure that you wish to adopt. You may use the same chart of accounts if there is no change to the segments or the segment size. See your Oracle E-Business Suite documentation for information on how to create a chart of accounts.

2 Define value sets for the new segments; you do not have to create actual values, as these will be generated through FlexField.

You may use the same value sets if you are not making any changes to that segment.

4. Install FlexField Software Install the FlexField Database Objects

First in the test instances, then in the production instance when you are ready, run the SQL scripts provided on your client download site (http://client.eprentise.com) to install the objects onto your server (tablespace, packages, etc.) in the FFIELD schema.

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1 Download the SQL install script files and store it in the UNIX/LINUX directory on the server. The software is located on your client download site ((http://client.eprentise.com)). If you need a login to the client download site, please contact eprentise support.

2 Log on to SQL*Plus or similar tool as SYSDBA user.

3 Run the first script by typing @create_ffield_script.sql2 .

4 Prompt will pop up to enter the dba data file path to create the tablespace and user:

Prompt --> "Enter dba data file path with dbf file name as: ffield1.dbf "

Note: Please be sure to add the ffield1.dbf file name after entering the data file path.

Example of file path: /oravis/d01/oracle/visdata/ffield1.dbf

Press enter after inputting the path and the dbf file name.

Exit SQL*Plus and log into the FFIELD schema with the user name FFIELD and the default password FFIELD.

Run ffield_v42x.sql. (where x represents a dot release of the actual version number of the software).

2 This script creates the ffield schema and tablespace and grants appropriate privileges. FlexField will function as part of your Oracle E-Business Suite database. Both the FFIELD schema and tablespace may be dropped after you have finished using FlexField to change your chart of accounts. The script performs the following: 1 Creates a new FFIELD schema in the Oracle E-Business Suite. 2 Grants the FFIELD schema a DBA privilege. 3 Creates a new FFIELD tablespace sized about 4 GB for every 100GB database size. 4 Assigns the FFIELD tablespace exclusively to the FFIELD schema. 5 Makes the FFIELD tablespace the default tablespace for the FFIELD schema. 6 Grants other privileges to FFIELD schema

o GRANT DBA TO FFIELD WITH ADMIN OPTION; o GRANT EXECUTE ON DBMS_LOCK TO FFIELD; o GRANT EXECUTE ON DBMS_JOB TO FFIELD; o GRANT CREATE ANY TABLE TO FFIELD; o GRANT CREATE ANY INDEX TO FFIELD; o GRANT CREATE ANY SEQUENCE TO FFIELD; o GRANT DROP ANY TABLE TO FFIELD; o GRANT DROP ANY INDEX TO FFIELD; o GRANT DROP ANY SEQUENCE TO FFIELD;

o GRANT SELECT ANY TABLE TO FFIELD; o GRANT DELETE ANY TABLE TO FFIELD; o GRANT INSERT ANY TABLE TO FFIELD; o GRANT UPDATE ANY TABLE TO FFIELD; o GRANT CREATE ANY TRIGGER TO FFIELD; o GRANT ALTER ANY TRIGGER TO FFIELD; o GRANT SELECT ANY DICTIONARY TO FFIELD;

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Apply any patches that you received with the software. If there are any patches, they will be named ffield_v42x_patchz.sql (where z represents the patch number). Run the SQL scripts for the patches after you have run ffield_v42x.sql in the ffield schema.

Install the FlexField Application on a Client Machine Install the FlexField application on a client machine that has network access to your Oracle E-Business Suite database. This procedure needs only to be done once, provided the host machine can connect to the production instance as well as the test instance you have created. The minimum host machine requirements are: Intel Pentium IV or higher with minimum 1.2 GHz processor speed Windows XP Professional, Windows Server, or Windows 7 operating system 1 GB RAM, 2 GB recommended 1 GB free hard disk space

1 Make sure that the client machine (desktop/laptop) is collocated at the same location as the data center during the mapping. If the data center is at different location than the server is, it may add network latency and may result in performance degradation while downloading or uploading the mapping files. If available, sometimes it is helpful to use a remote terminal located near the server.

2 Create a directory under C:\ drive on the hard disk of the laptop or PC named FFIELD.

3 Copy the ffield_v42x.exe, the template for the FlexField_DB_Connection_Details.txt file and the FlexField_License_Key.DAT to C:\FFIELD. (where x represents a dot release of the actual version number of the software). The software is located on your client download site (http://client.eprentise.com). If you need a login to the client download site, please contact eprentise support.

Note: Make sure that you have renamed the FlexField License Key that you received to FlexField_License_Key.dat

4 Create the FlexField_DB_Connection_Details.txt file

The login screen for the FlexField application will read the connection file and provide a list of environments to connect with.

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Open the FlexField_Db_Connection_Details.txt file that came with the software using Notepad or another text editor. Delete the example entries that start with # at the bottom of the connection file. Enter your Connection Entries in the following format: #CONNECTION_ALIAS@CONNECTION_STRING The Connection Entry must start with a "#" followed by a connection alias and then an "@" followed by the Connection String in the following format: Enter the Connection String (JDBC) (look up in TNS names.ora file or contact your DBA) The format is: databaseservername:listenerport:databaseSID (name) for the Oracle E-Business Suite database containing the chart of accounts to be changed. Example1: #EPR25_VIS11@192.168.1.120:1524:vis #EPR25_VIS11@192.168.1.120:1524:vis Alias@Server Name or IP Address

Port Database Name

You may also use the TNS entry as the connection string in the following manner (the TNS entry must be only one line): Example2: #EPR25_VIS11@ (DESCRIPTION= (ADDRESS= (PROTOCOL=TCP) (HOST=192.168.1.120) (PORT=1524)) (CONNECT_DATA= (SERVICE_NAME=VIS))) You may put in as many Connection Entries as you want. Start each one on a new line with a # in front of it. The entries

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for the database name and the server name must be the same as those that were created for your license key. If you need help, please call eprentise support.

Save the file as FlexField_Db_Connection_Details.txt and keep it in the c:\ffield directory of the PC. FlexField Software will use these Connection Entries when you login to the FlexField application. This file will save you time when you need to log in and out of the FlexField software. If you need to add more entries at a later date, you can edit the file and add new Connection Strings.

Double-click ffield_v42x.exe to start the FlexField application.

Changing the FlexField Parameters

Depending on the system resources available on the server, flexfield software can be configured to utilize high degree of parallelism to improve performance.

1 Select the Update Parameters button from the Prepare Instance tab.

2 Place your curser in the field you would like to update. Only one parameter may be updated at a time.

3 Edit the value

4 Click on Save. Note: See table below for reference.

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Parameter Default Value Comments

ENABLE_PARALLEL_DML YES This is used to enable/disable the Flexfield sessions to utilize parallel DML operations. Setting this parameter to No disables parallel DML.

PARALLEL_SQL_COUNT 8 This is used for the degree of parallelism (DOP) parameter for the DML/DDL statements used in Flexfield software. This needs to be set based on the system resources available and Oracle parameters set on the system. To calculate this parameter: DOP = [number of CPU cores]x[parallel threads per CPU] The cpu_count and parallel_threads_per_cpu parameters in v$parameter table provide the values for the CPU cores and parallel threads per CPU.

REUSE CCIDS YES The REUSE_CCIDS parameter may be used to reduce the processing time for the execute changes process if you are doing only one-to-one mapping for all of your segments.

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5. Perform Oracle E-Business Suite Pre-Steps Every time you wish to start a new FlexField change process, follow these steps in Oracle E-Business Suite before logging on to the FlexField application software.

Note: You do not need to perform all these steps if you simply wish to start or end FlexField client sessions during the course of the change process. However, you should do them before your first session or if your database has been operational between sessions.

1 For each sub-ledger, ledger, and set of books associated with the current COA, clear all sub-ledger transactions from all temporary tables and interface tables. If the data is old, and you do not want to bring it into your EBS, you should delete it from your production environment so you dont need to do it for each test cycle. (Optional for the first run, but should be considered prior to production, so there is nothing in-transit during the conversion.)

o Run Journal Import to load all journal entries into the GL_INTERFACE table. This interface table is used to import journals from external systems as well as from Oracle sub-ledgers such as AP, AR, Projects, etc. If you are using ADIs Journal Spreadsheet template to enter any journals, upload your ADI spreadsheets to GL before running Journal Import.

o Clear interface tables in other modules such as Purchasing, Bills of Materials, Projects, etc. This is necessary because test systems often have junk data in them and multiple years of data that hasnt been posted to the GL

o Clear the Fixed Asset interface tables: Run Post Mass Additions to completely clear the Mass Additions interface tables and move all assets into the FA module. If using ADIs Asset Spreadsheet template, upload ADI spreadsheets into Mass Additions table before running Post Mass

Additions. Run import programs (for Multi-Org instances run the import program for each organization).

2 Delete summary templates, account hierarchies and rollup groups, cross-validation rules, revaluations, and security rules (Summary templates and revaluations must be deleted. The others are optional Usually it is easier to delete these and start from scratch in creating the new ones.)

3 Turn off Concurrent Manager. 4 Stop the Oracle E-Business Suite server (the application tier) to prevent other users from logging on to the database. 5 Log on to FlexField

To log on to FlexField at the start of each work session:

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1 Click the FlexField icon on your desktop, or the exe file in your FFIELD directory, or select Start > Programs > FlexField.

You should see the FlexField login window.

2 On the Login dialog, enter:

User Name: FFIELD

Password: unique password to the FFIELD schema. Default is FFIELD, but the DBA may set up any password when performing the install.

Database URL: Select from the drop-down list that was created by the FlexField_Db_Connection_Details.txt file that was created as part of the install.

(See Install the FlexField Application on a Client Machine)

3 Click OK.

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The Environment Run the Environment Report The Environment Report checks the installation and allows you to change the default FlexField or database parameters before you start the FlexField software. For most customers, the default parameters will not need to be changed. [See Changing the FlexField Parameters]

The first Section of the report shows the default FlexField Parameters. FlexField Parameters may be changed based on the number of CPUs and parallel jobs available on your server.

The next Sections of the report show the Database Parameters, and the Space Available in the UNDO and TEMP tablespaces. Your DBA can change the Database Parameters and add space as required. The last step of the FlexField process, Execute Changes, requires a large amount of undo space and temp space.

The Section called Additional Space Required in the Tablespaces details the space that needs to be added to perform the Align Accounts step of the FlexField process. Please have the DBA add the required space to your instance for the TableSpace Names listed on the report.

1 On the Prepare Instance tab, click the Environment Report.

You may run the Environment Report again if the DBA makes changes to your parameters or EBS instance. [See Changing the FlexField Parameters]

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Sample Environment Report

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Sample Environment Report (continued)

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Prepare Instances To ensure that end results are complete, consistent, and can be applied to your Oracle E-Business Suite without error, FlexField performs a series of validation tests on the objects in the FFIELD schema and in the Oracle E-Business Suite database. FlexField also gathers information about your environment.

Validation Tests

1 Click Prepare Instance

Wait while FlexField performs the tests.

If FlexField finds any problems, you will see an error message at the bottom of the tab.

2 Follow the Troubleshooting advice below to correct the problem, and then click Prepare Instance again.

3 The tests will resume from the point where they stopped when FlexField found the error. You will not be able to proceed until the problem is resolved and all tests are passed.

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Validate the FlexField Product EnvironmentFlexField checks that objects have been installed properly in the FFIELD schema and that it has the correct privileges.

Validate the Oracle E-Business Suite EnvironmentFlexField checks the version number, foundation (FND) tables, and schemas in your Oracle E-Business Suite database to see how they compare to the standard, out-of-the-box versions. This process also checks the size of your database and tablespaces and the number of rows in your tables.

Collect ObjectsFlexField seeks any database objects (tables, constraints, or triggers) that are unique to your Oracle E-Business Suite installation.

Validate ObjectsFlexField determines what rules apply to your Oracle E-Business Suite environment.

Collect Accounting Flexfield InformationFlexField checks for any accounting flexfield data already present in your existing chart of accounts.

Validate Accounting Flexfield InformationFlexField finds existing accounting flexfield data, such as code combinations and CCIDs, and copies it to the FlexField schema.

Error Message Troubleshooting Cannot determine Oracle Applications Foundation user. Please check if the schema name for AOL is not APPLSYS. If not then

contact FlexField support.

No accounting flexfield exists for conversion. Please check if there is at least one chart of accounts in the system. If not then contact FlexField support.

Cannot determine Oracle E-Business Suite version. Cannot determine version from FND tables. Please contact FlexField Support.

No applications exist in Oracle E-Business Suite Instance. Cannot determine version from FND_APPLICATION table. Please contact FlexField Support.

No code combination rules exist for Oracle E-Business Suite Instance.

Cannot determine l code combination rules from FND tables. Please contact FlexField Support.

Database error, This may be a different error message based on the error condition, most commonly permissions, sizing, and extent errors. Consult with your DBA to correct the problem.

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Mapping the Accounting Flexfield About Mapping Mapping creates the rules FlexField uses to generate new code combinations and CCIDs. You can choose to:

Map current segments and values to new segments and values to recombine existing data into the new structure or Map code combinations to replace entire current code combinations with new code combinations.

After changes are applied to the Oracle database, the new CCIDs are referenced everywhere the current CCIDs were formerly referenced.

Mapping Segments and Segment Values By mapping segments and segment values, you specify how the current segment values are to be recombined to result in the new code combinations. Use this method if you are changing the structure of your accounting flexfield (i.e., you are removing, adding, or reordering segments, or changing segment size).

Mapping Code Combinations When mapping code combinations, you match one or more current code combinations to a single new code combination. This replaces the entire current code combination with the entire new code combination, regardless of differences in structure or values. This method takes advantage of the unique properties of code combinations and can be used when there isnt a pre-defined logic to your mapping (i.e., you have to evaluate each code combination string to determine how it should be mapped).

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Mapping Strategies In general, the following applies whether mapping segments, values, or code combinations:

Mapping one-to-one reassigns data. The current segment, value, or code combination will be replaced with the new one, and all its associated data will now belong to the new. If you are mapping one-to-one for all of your segments, you may take advantage of the Reuse CCIDs feature that will significantly reduce your processing time during the execute changes process.

Mapping from one-to-many divides data. A single current segment will be replaced by several new ones, and data formerly associated with the current one will be shared among them. This is usually necessary if there are multiple types of data in the same segment. The value in the segment or in other segments determines how the data is separated. This type of mapping cannot be done when mapping entire code combinations. You may not split a balancing segment value or any individual value or you will get an error.

Mapping many-to-one consolidates data. Many current segments, values, or code combinations will be replaced with the new one, and associated data is merged when the database is transformed. At the segment level, you will need to map many segments to one new one if you have the same type of data across multiple segments. You may map many to one when you want to eliminate many unused values. If you map many to one on the natural account values, you will need to map the same account types together (expense to expense, liability to liability, etc.) or you will get an account type mismatch error.

*Segment Level Only

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Map Chart of Accounts Begin mapping flexfields by identifying the current chart of accounts to be changed, and new chart of accounts that replaces it. You may map to the same chart of accounts if the segments, value sets, and segment length has not changed.

FlexField requires that every segment in your new chart of accounts structure contain at least one value. Anytime you do not have current values to map to a new segment, FlexField lets you specify an alphanumeric default value. This value will be used throughout the segment in every new code combination FlexField generates when it applies your mappings.

If your license permits it, you may map multiple charts of accounts to the same new chart of accounts at the same time.

FlexField will populate the current accounting flexfield drop down from the chart of accounts description within Oracle.

Tip: If the accounting flexfield does not populate on the drop down list, check to ensure that the description field has been filled out within the Oracle Key Flexfield Segments screen (Setup>Financial>Flexfields>Key>Segments).

For each chart of accounts that you want to change:

1 On the Map to New COA tab, Select Current Accounting Flexfield from the drop-down list.

2 Select New Accounting Flexfield from the drop-down list. Note: This can be the same flexfield you selected in current if you are only changing segment length or removing zero balance accounts.

As you make your selections, the segment numbers, names, types, and lengths appear in Current Segments and New Segments.

continued

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3 To specify a default value for a new segment, enter it in Constant Value. Move the cursor out of the constant value field and click on Save Mapping. If you have multiple constant values, click on Save Mapping after entering all of the constant values. The length of the constant must be the same as the segment length.

4 When you are satisfied these are the correct flexfield structures, click Save Mapping.

5 Click Yes to confirm the mapping.

Repeat the process for each additional chart of accounts that you want to change, clicking on Save Mapping each time.

The chart of accounts that have been mapped will display at the bottom of the screen.

6 To remove a mapping:

Select it from the list of defined mappings at the bottom of the screen by checking the Delete? box next to it.

Click Delete Mapping.

Click Yes to confirm the deletion.

continued

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TABLE-VALIDATED VALUE SET You will get this warning message if your COA segments contain a table-validated value set and if the WHERE CLAUSE contains special symbols or characters such as :, $ , USERENV etc.

It is just a warning message so you may continue to update and correct the WHERE CLAUSE in the FE_TABLE_VALIDATED_DETAILS table. You will get an error when you try to create the mapping file if you dont correct the WHERE CLAUSE.

In order to check for special characters, run the following query:

SELECT * FROM FE_TABLE_VALIDATED_DETAILS;

This is the table that stores table-validated value set errors. The where clause must be updated in this table by doing the following:

Update the ADDITIONAL_WHERE_CLAUSE column in the FE_TABLE_VALIDATED_DETAILS with the correct WHERE_CLAUSE replacing the special symbols if any. The example on the left shows that you can update the additional_where_clause to WHERE ORGANIZATION_ID = 1

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Map Chart of Accounts Report Click the Print button on the Map COA tab to display the Print COA Mapping report to display a list of the current and new flexfields.

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Map Segments By mapping segments, you match your current segments to your new segments in the new chart of accounts. Use the Map Segments tab to map segments one-to-one, one-to-many, or many-to-one.

Note 1: You must follow mapping segments by either mapping values to the new segments or inserting a default segment value (constant) on the Map COA tab until at least one value is mapped to each new segment.

Note 2: If you delete a segment mapping, FlexField will automatically delete any value mapping that was defined for it. Note 3: You will go through this process until each combination of current segments to new segments is mapped for each chart of accounts.

Note 4: You will not map segments if you are doing code combination mapping. Go directly to the code combinations mapping tab. Note 5: You may also map new segments that require more than one old segment to derive the new segment values using this screen. For example, the value for a product number may depend on the value of both the department and the value of the product. This is a many-to-one mapping.

Note 6: When mapping, if a dependent segment is present in both the current and new chart of accounts, the independent parent segment must be included along with the dependent segment in a Many to One mapping. (Example: If a sub-account depends on an account value in the old COA, the account is the parent segment, and the sub-account is the dependent segment. In this case, the mapping spreadsheet for the new sub-account must include both the account and sub-account values in order to map to the new sub-account segment value.) This is done so that all changes made to the parent/child segment can be identified and the new corresponding values can be derived easily. Many to One segment mapping is only required if you have a dependent segment in the current chart of accounts.

Tip: Start the mapping process from the new chart of accounts and make sure that all segments in the new chart of accounts are mapped. You may use segments from the current chart of accounts many times to define the mappings for the new segments. (e.g. a new Business Unit segment may be defined by an old Cost Center segment, and a new Activity segment may be defined by a combination of the old Cost Center segment and an old Account segment)

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For each chart of accounts to be mapped:

1 On the Map Segments tab, from the pull down list Select Defined Accounting Flexfield, select the chart of accounts mapping (old-new COA defined mapping).

2 Click New Mapping to display the Current Segments and New Segments.

3 Check the Map? box for one current segment and all the new segments it maps to (one-to-one, one-to-many),

OR

Check Map? for all the current segments that map to one new segment (many-to-one).

4 Click Save Mapping. 5 The mapping appears in the list of defined segment mappings at

the bottom of the screen.

6 Repeat this process until each of the new segments has been mapped. You may use a current segment multiple times (department to department is a one-to-one mapping, and department and product to project is a many-to-one mapping).

7 Click OK to confirm when you have mapped all the new segments and review the defined mappings.

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Segment Mapping Report Click the Print button on the Map Segments tab to display the Segment Mapping Report, showing the current segments and the new segments to which they are mapped.

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Map Values For each chart of accounts, you have a choice of either mapping segments or mapping the entire code combination. If you have chosen to map segments (rather than code combinations), you must specify which new segment values are to replace the current segment values when the new code combinations are generated. For each chart of accounts, you will Create a Mapping File from FlexField software; add the new segment values within a spreadsheet program, and then Load Mapping File from a .CSV file. If there is no change from the values in the current chart of accounts, you may select No Change, and the software will use the current values without you having to create and load a mapping file for those values.

Tip: If the segment mapping is one-to-one for all segments, then you may select the Reuse CCIDs parameter to significantly reduce your processing time during the execute changes process [See Changing the FlexField Parameters].

Generating Mapping Files from FlexField You can use FlexField to automatically export data to a starter comma separated file that lists all the values and descriptions for the current segments in one of your segment mappings. Add the new segment values to this file, save it as a .CSV file, and then load it into FlexField. By generating the file from FlexField, you will be sure to have a listing of all your current segment values.

For each chart of accounts to be mapped:

1 On the Map Values tab, from the pull down list Select Defined Accounting Flexfield, select the chart of accounts mapping (old-new COA defined mapping).

2 Click Create Mapping File from Current Segment Values.

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3 The Create Mapping File dialog appears.

4 Click No Change if you want to use the existing values for your new chart of accounts. The value set must have the same attributes as the current value set (e.g. size, validation, etc.). No Change only works for one-to-one mappings at the segment and value levels.

You will not need to load a mapping file if you are using the same values for your new chart of accounts.

If you try to use the No Change button for a many-to-one mapping, you will get an error message.

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You will receive a message that the Default Mapping is Loaded. Please check for Exceptions. 5 Click Create File if you want to do a new mapping at the value

level.

The File Name will default for the new mapping file. The default format is chart of accounts name followed by the current segment name(s) separated by a comma, an underscore, and then the new segment name(s) underscore Created.txt You may make changes to the name if you would like.

The file will be written to the C:\FFIELD directory on the workstation.

6 Repeat for each defined segment mapping for each chart of accounts to be changed.

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Importing .DAT or .TXT Files into Excel Note: Prior to opening the .CSV file make sure Excel is open.

After the starter file is created by FlexField, we recommend importing it into Excel or similar spreadsheet software. To import into Excel:

1 Open the Excel program first. In Excel, choose File > Open.

2 Browse to the folder where the file is stored.

3 From the Files of Type drop-down, choose All files (*.*) to display .TXT files or .DAT files.

4 Select the file and click OK.

Click on Delimited then click Next

continued

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Click on Comma and click Next

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1 Under Data preview hold the Shift key down and scroll to the right so all the columns are highlighted.

2 Click on Text (under Column data format).

3 Click Finish

Format all the cells in the spreadsheet as Text.

When opening a .DAT or .TXT file, select Text for your value type

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Creating Segment Value Mapping Files Create a separate .CSV file for each defined segment mapping for each chart of accounts (you can use FlexField to start the file). Save the file where it can be accessed by the host machine; you will later load this file into FlexField.

If any segment values contain commas in the descriptive text, enclose them in quotation marks ().

The segment values should start in Column A, and there should be no heading rows or columns that do not contain values and descriptions in the spreadsheet.

All values in the current chart of accounts need to be mapped (even if there are zero balances). Each of the defined mappings in the map segments screen needs to be in a separate .CSV file.

Save columns in a text format to make sure that leading zeroes are included.

One-to-one: current value, description, new value, new description

Note: In this example, columns A and F are for clarification purposes only and should not be included in the mapping file.

Many-to-one: 1st current value, description, 2nd current value, description (up to nth current value), new value, new description

The example above shows a mapping file for a many-to-one mapping of the current segments Region, Account, and Product to the new Account segment. The segment values in column H are derived by a series of business rules from the values on the same line in columns B, D, and F when the new code combinations are generated. In this example, the business rules are as follows:

Two segment dependency: If Region is 01 and product Value is 002, then New Account Value is 145000 (Does not matter what old account value is).

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One segment dependency: For all product values 003 for all regions, new account value is 146000 (regardless of region or account value).

No dependencies: For all other regions, regardless of product, new account value adds two zeroes to right to existing account value.

Note: In this example, columns A and J are for clarification purposes only and should not be included in the mapping file.

One-to-many: current value, description, 1st new value, description, 2nd new value, new description (up to nth new value)

The example above shows a mapping file for a one-to-many mapping of the current segment Cost Center to the new segments Cost Center and Location. This usually happens when there are multiple types of data in the same segment and there is a business need to separate the data into separate segments. The segment values in column A will be replaced by the segment values on the same line in columns C and E when the new code combinations are generated.

Step 1: When restructuring the accounting flexfield, it is especially important that Natural Accounts be mapped to the same account type. (i.e. when you are mapping many-to-one, you cannot map a liability and expense natural account value to a new expense account value). FlexField will register a mismatch as an exception (Account Type Mismatch), and you will not be able to proceed. Be sure that your new chart of accounts contains the correct account types for each current Natural Account segment that you will carry over.

Step 2: Balancing segments may not be split (a one-to-many mapping) because this will affect your retained earnings account. Step 3: FlexField software will not allow you to map an account that allows budgeting or posting and an account that does not allow budgeting or posting to a new account.

Step 4: You may not split a single value (account 12345) into many new values. Step 5: If you create the mapping file from the software, you will not need to search and replace for any special characters. However, if you use your own file or use value descriptions (i.e. vlookup) from another file, you will need to eliminate commas in the new description column(s). Select the new description column(s) and do the following:

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Search and Replace3 for all commas (,).

1. Type a comma (,) in the find what field and replace with a dash (-) and click replace all.

Step 6: When you finished creating your mapping file in a text format, save it as a txt, then change the file type to a .CSV file and save. Tip: Name your files to reflect your mapping. Change the file name each time you create a loading file so that you are loading the correct file. We recommend using the segment, the COA name, and a version # (e.g. company mapping_created_Italy_v1.csv). When you have mapped with no exceptions, rename the file that you just loaded to Final (e.g. company_mapped_Italy_final.csv).

Mapping the Natural Account Segment When mapping the natural account segment, the account types (expense, liability, revenue, asset, or owners equity) in the current account must match the account type of the new account. (i.e. when you are mapping many-to-one, you cannot map a liability and expense natural account value to a new expense account value). FlexField will register a mismatch as an exception (Account Type Mismatch), and you will not be able to proceed. When the mapping file is created for the natural account segment, FlexField creates an additional column for the account type for the current account value in the column to the right of the account description. This column is only to assist you with the mapping and has no real value in the software. You will create the new mapping of values and descriptions to the right of the account type column, and then when you are finished with your mapping, you will delete the entire Account Type column.

3 These are recommended replacements. You may elect to replace with any standard characters or words.

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Created File>>>

New Mapping File>>>

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Loading Mapping Files Loading a mapping file automatically overwrites any existing segment value mappings in FlexField. If mappings were loaded previously, you do not need to delete them before loading a new mapping file. You may repeat the Loading procedure until you are satisfied with your mappings and have no exceptions. To load values from your completed mapping file into FlexField:

For each chart of accounts to be mapped:

1 On the Map Values tab, from the pull down list Select Defined Accounting Flexfield, select the chart of accounts mapping (old-new COA defined mapping).

2 Select the Segment Mapping that you have defined from the drop-down list. You will be pointed to the default directory C:\FFIELD

3 Click Load Mapping File. A browse window will open to locate the file that you want to load.

4 On the Open dialog, browse to and select the .CSV file to load, and then click Open.

The .CSV file contents are loaded into the FFIELD schema.

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5 To see how the values have loaded, on the Map Values tab, click View Mapping Values.

6 The current-new value pairs appear on the View Mapping Values dialog.

7 Click Back to return to the Map Values tab.

8 Repeat the process for each Segment Mapping for each Chart of Accounts.

Hint: If there is a dependent value set in either the current or the new Chart Of Accounts, the new parent values for the dependent value set are populated after all the segments are loaded without any exceptions for that COA mapping.

Tip:

If you have any exceptions and you have to correct them in excel, resave the file as Mapped2, 3, etc. Save as both .CSV and .TXT file and remember to always work in the .TXT file.

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Map Code Combinations Mapping code combinations replaces one or more current code combinations with a single new code combination. When you apply the changes, all references to the current code combination are repointed to the new code combination.

All code combination mappings are one-to-one or many-to-one, where the new code combination replaces the entire current code combination(s). Because you must specify an explicit mapping for every single code combination that exists in your current database, this procedure is most useful if you must make many-to-many segment mappings that cannot be done through segment and segment value mapping:

Code combination mappings can be loaded from .CSV file, viewed, and deleted the same as segment value mappings, only the procedures are done on the Map Code Combinations tab, and you will not have to first select a corresponding segment mapping.

For each chart of accounts to be mapped:

1 On the Map Code Combinations tab, from the pull down list Select Defined Accounting Flexfields, select the chart of accounts mapping (old-new COA defined mapping).

2 Click on Create Mapping File From Current Segment Values

3 Complete your mapping in Excel (see Mapping Segments and Segment Values) for the entire code combination in the format new Segment 1 Value, new Segment 1 Description, new Segment 2 Value, new Segment 2 Description,new Segment n Value, new Segment n Description until you have mapped the entire code combination to a new code combination and save as a CSV file.

4 Click Load Mapping File. A browse window will open to locate the file that you want to load.

5 On the Open dialog, browse to and select the .CSV file to load, and then click Open.

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If loading mappings, create a single .CSV file containing all the mappings. Put each current code combination and the new code combination that replaces it on a separate line of the file, with each segment value and description in a separate column:

current segment 1,current segment 1 description,.current segment n, current segment n description, new segment 1,new segment 1 descriptionnew segment n, new segment n description.

If any segment values contain commas in the descriptive text, enclose them in quotation marks. Do the search and replace for special characters. [See page 39]

Starter code combination mapping files can be exported from FlexField the same as for segment value mapping files, only the procedures will be performed on the Map Code Combination tab. [See page 19 for instructions].

Hints for creating the mapping files: Each mapping will have a separate .CSV file. If you use Code Combination Mapping, you will need to delete all segment mappings. Make sure that the descriptions do not have commas, ampersands, asterisks, or percent signs. Format all values as text columns. Eliminate all header rows and any columns that are not values or descriptions Make sure that all values are mapped. You cannot load partial files because you will get an error. Use filters in Excel to add new values where there is a dependency on one or more segments. For example, if your

account value depends on the value of Region equals 01, then put a filter on the Region column and only display where the value = 01. Then, you can add all the account values for Region 01 at one time.

If you have a lot of mappings to do, copy and paste columns in Excel. FlexField does not really use the current descriptions to create the new accounting field values and descriptions, so you can copy the values of each segment into the description column to save time.

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Deleting Value Mappings To remove all the value mappings for a segment mapping from FlexField:

1 On the Map Values tab, select the Segment Mapping from the drop-down list.

2 Click Delete Mappings.

3 Click Yes to confirm the deletion.

Viewing Mapping Exceptions FlexField will not allow you to proceed to Execute Changes if it finds any exceptions (errors) in your value mappings. You may get a list of exceptions by either viewing exceptions or generating a Value Exceptions report (see page 47).

To view exceptions:

1 On the Map Values tab, select the Segment Mapping from the drop-down list.

2 Click View Mapping Exceptions.

Exceptions appear on the View Mapping Exceptions dialog with an explanation of the type of exception. The actual segment names and values will appear in the messages. For example: Company length 3.

3 Click Back to return to the Map Values tab.

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Message Error Segment Value Length Required Value The new segment value length is not equal to the required length.

Invalid Number Format for Segment Value The new segment needs a numeric value, but the value in the file is not numeric type.

Multiple Descriptions for Segment Value The new segment value has different descriptions on different rows of the mapping file.

Null Description for Segment Value There is no description for this segment value in the mapping file.

Old Balancing Segment Value Mapped to Multiple New Balancing Segment Values

A current balancing segment value is mapped to multiple new balancing segment values.

Account Type Mismatch New Account segment value mapped to multiple old Account segment values having multiple Account Types.

Mapping Not Defined in the File There are current segments or values that do not have new values defined in the mapping file.

New value does not exist in segment-segment (TABLE-validated value set)

For table-validated value set all the new values mapped to must be present in the table (no new values to be added from software)

Correcting Mapping Exceptions To correct exceptions you find, repeat the mapping process using acceptable values.

Either:

Change the values in the existing mapping files and re-load the files (always make changes in the TXT file so you dont lose leading zeroes.)

OR

Go back to the original Created file and redo the mapping. You will need to go back to the original file if you have a lot of exceptions.

Make sure to resave the file with a new file name (i.e. mapped2.txt). Always save as a TXT file then a CSV file so you dont lose leading zeroes.

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Value Mapping Reports Click Print on the Map Values tab to generate either of two reports: The Segment Value Exception report shows the exceptions registered for all of the segment value mappings in a printable format:

Use your browsers Print function to print this report or copy and paste into a spreadsheet.

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The Segment Value Mapping report shows all the segment value mappings currently in the FlexField schema in printable format.

If you have mapped Many to One at the segment level, the Segment Mapping report shows the Many Segments on the left and the One Segment on the right of the report.

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If you have mapped One-to Many at the segment level, the Segment Mapping report shows the One Segment on the left, and the Many Segments on the right of the report.

50

If you have mapped the code combinations, the Code Combination Mapping report shows all the code combination mappings currently in the FlexField schema in printable format.

Use your browsers Print function to print this report or copy and paste into a spreadsheet.

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Execute Changes The final stage in your FlexField change process is to execute the mapping rules. When each procedure is complete, click the next button to start the next procedure. The buttons will only become active when the system is ready for you to execute. The Execute Changes process is very resource intensive. Since it is a client server architecture, we use DBMS_JOBS to manage the processing from the background.

Transform Old Code Combinations Transform Old Code Combinations is the first step in the Execute Changes process. It generates new code combinations and CCIDs from the mappings youve specified.

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Apply Changes to Database Apply Changes applies the new code combinations and CCIDs to the Oracle E-Business Suite database and updates the CCIDs wherever they are referenced though out the data. Apply changes also deletes the old CCIDs.

Align Accounts Align Accounts collapses all rows in the General Ledger that now share the same CCID (for example, where several code combinations were merged into a single code combination) and adds their values. It creates a single account balance for each unique code combination.

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After the balances have been updated, FlexField will update the end dates for all code combinations that had end dates in the old chart of accounts.

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Refresh Once each process is complete, the status bar will read that it is at 100%, as shown in the screen below. However, the next button will not appear highlighted until the Refresh button is clicked. Once this is done, it will be possible to initiate the next process. If you get disconnected from the server, reestablish the connection, and click on the Refresh button to update the status.

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Session Statistics FlexField software gathers statistics about the status of Execute Changes.

In order to view the statistics, press the Session Statistics button on the bottom of the screen. The Session Statistics window will display showing the number of active jobs, sessions, and transactions. If there are no active jobs, then you have been disconnected from the server, and will need to reconnect.

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End Dates FlexField software will assign an end date to the code combination if the following conditions exist:

1 If there is one to one mapping between the current code combination and new code combination and there is an end date on the old code combination

enabled_flag,start_date_active, end_date_active will be set to the end date of the old values

2 If there are many old combinations with end dates that are mapped to one new combination

Start_date_active will be set to minimum date of start_date_active among the old combinations. End_date_active will be set to the maximum date of end_date_active among the old combinations. Enabled_flag will be set to N when all of the old combinations mapped have the enabled_flag value = N otherwise, it will be set to Y.

Errors and Status Queries

1 If you have an error during the Execute Changes process, click the Print button and select the FlexField Error Report. If there is an error, there will be a message in the report detailing the error message. If there is no error, the Description will say No Error.

If the error is a database error, work with your DBA to correct the problem. For any other type of error, please contact eprentise support. A support representative will be with you within 2 business days.

Once the error is corrected, you may close the monitor box and restart the process.

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If you receive an error during Transform Old Code Combinations, please connect to the database as FFIELD user and send the output of the following query to support.

SELECT * FROM FE_TRANSFORM_COAS_EXECUTION If you receive an error during Apply Changes before the status reaches 10%, please connect to the database as FFIELD and send the output of the following queries to support:

SELECT * FROM FE_APPLY_CHANGES SELECT * FROM FE_APPLY_COAS_EXECUTION

If an error occurs after 10% is completed, then please connect to the database as FFIELD and run the queries below: SELECT application_rule_id, orig_rule_id, ora_application_id, valid_flag,large_table_flag, num_rows FROM FE_APPLICATION_RULES SELECT * FROM FE_APPLICATION_RULES_EXECUTION SELECT * FROM FE_APPLY_CHANGES

If you receive an error during Align Accounts, please connect to the database as FFIELD and send the output of the following query to support:

SELECT * from FE_ALIGN_ACCOUNTS_EXECUTION SELECT * FROM FE_ALIGN_CHANGES

If the error is a database error, work with your DBA to correct the problem. For any other type of error, a support representative will be with you within two business days. Additional Queries Monitor Tablespaces

The following query is suggested to monitor the tablespace usage: SELECT a.tablespace_name, a.BYTES / 1024 / 1024 / 1024 bytes_used_gb, b.BYTES / 1024 / 1024 / 1024 bytes_free_gb, b.largest, ROUND (((a.BYTES - b.BYTES) / a.BYTES) * 100, 2) percent_used FROM (SELECT tablespace_name, SUM (BYTES) BYTES FROM dba_data_files GROUP BY tablespace_name) a, (SELECT tablespace_name, SUM (BYTES) BYTES, MAX (BYTES) largest FROM dba_free_space GROUP BY tablespace_name) b WHERE a.tablespace_name = b.tablespace_name ORDER BY ((a.BYTES - b.BYTES) / a.BYTES) DESC

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Translated Combinations This query provides the mapping from your old to your new CCIDs. These mapping tables may be used to update interfaces or customizations after the COA conversion is complete. Login as ffield user

Query1 select distinct coa_mapping_id from fe_coa_mapping Query2 SELECT current_ccid, old_cc, new_ccid, new_cc FROM fe_transformed_cc_1 --(replace 1 if the with the coa_mapping_id with the number from query1 if it is different) ORDER BY current_ccid; The new code combination id's are created only if the combination (concatenated segments) does not exist in the target chart of accounts.

Reports Translated Code Combinations Report After completing the first procedure, Transform Old Code Combinations, you can print a report of the new CCIDs and code combinations generated by FlexField to see how they will replace existing code combinations. We recommend that you run this report and examine the results thoroughly before applying the new code combinations to your Oracle E-Business Suite instance.

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1 Click Print on the Execute Changes tab to generate current-new code combination pairs in either of two report formats.

2 Select the mapped chart of accounts from the drop down list and then select HTML- Web Browser or Comma Delimited MS Excel file for a list of current and new code combinations in a printable format for each of the chart of accounts. You may select ALL from drop down list to get the list for all the converted chart of accounts.

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1 Select HTML Web Browser to view the report from a browser window.

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1 Select Comma Delimited MS Excel File to export a .CSV file of the current and new code combinations. This file can be imported into Excel by following the steps on page 36 .

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FlexField Conversion Timing Report

1 Select FlexField Conversion Timing Report to generate a report of the start and end times for all the processes.

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Ending the FlexField Process Exit FlexField To exit the FlexField application, simply click the closebox in the upper right of the window. The FFIELD schema will be preserved in whatever state you left it.

We recommend that you make a backup of the FFIELD schema and tablespace after each session in case you wish to revert to a previous state of the FlexField application.

Perform Oracle E-Business Suite Post-Steps 1 Restart the Oracle Applications server.

2 Turn on Concurrent Manager.

3 For each sub-ledger and Set of Books (or Ledger in R12) associated with each of the new chart of accounts: o Open all periods that will be used and set periods to Future, as needed. o Review distribution sets and revise as necessary. o Review all interfaces to third party applications including data warehouses, business intelligence systems, and other applications that

may use all or part of the accounting flexfield.

o Update all reports, enhancements, bolt-ons, and custom developments. o Delete and Redefine auto-accounting definitions. Note 1: You must delete and redefine AutoAccounting structures in order for Oracle to regenerate them properly. It will not work to simplify modify the existing structure.

See Example Post-Processing below for a sample list of steps module by module.

Note 2: There are several types of post-steps that the FlexField software does not update. These will have to be updated manually. Because of different configurations, it is not possible to provide a comprehensive list. At a minimum, these should be checked as a part of the post flexfield change process.

Hard-Coded Values (Account Values, Chart of Account Names, Segment Names, etc.)

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Interfaces to third-party systems

Customizations or bolt-ons

Data Warehouse queries and reports

Workflows

Rules (Use Business Logic)

Cross Validation

Financial Consolidation (GL Consolidation Rules)

Create Ledger Rules

Account Derivation Rules

Accounting Generator

Roll-up Groups

Security Rules

Summary Templates

Mass Allocations

Approvals

Clearing Rules

Auto-Accounting Rules

Anything with Auto (usually use a value instead of the code combination)

Anything that uses a Range

Reports

Budget Assignments

Configuration

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Often when a single value is entered

HR Cost Allocation flexfield (a separate FlexField product must be purchased to update the HR Cost Allocation flexfield)

WIP Accounting Classes

Descriptive Flexfields (DFFs)

4 Run all the standard financial reports you ran prior to making the FlexField change and compare the results to your control set. Although your accounts may be aligned differently, your balances should remain the same.

5 Have your DBA run another invalid objects query. If there are more invalid objects than were found before running the FlexField product, compile all invalid database objects. You should have no more invalid objects than you did before the FlexField change.

6 If you are completely done using FlexField, you may drop the FFIELD schema and tablespace . Leave the FFIELD schema and tablespace in place if you are going to start another FlexField change process or if you need to reference the tables to update 3rd party systems or interfaces.

Example Post- Steps Following is an incomplete list of the Oracle E-Business Suite post-steps you may need to perform module by module: (If you are changing multiple charts of accounts, you will have to login to the responsibilities for each chart of accounts and perform the related steps). In Fixed Assets (You may need to delete current setups, or sometimes, click OK when it gives an error message until you are able to add new records)

o Redefine Workflow/Account Generator (R11i) or Flexbuilder (v10.7 and R11) to reflect any new account structure change. Fixed Assets uses the Account Generator/Flexbuilder function to create all of your FA accounts. It allows you to customize how the account will be built based upon setup defaults, entered depreciation expense account, constants, etc. Review and redefine the Account Generators Workflow or Flexbuilder rules to suit the new COA. Be sure to test your rules in a test environment before implementing in production.

o Run Account Generator (R11i only) to generate new accounts.

In General Ledger (You may need to delete current setups, or sometimes, click OK when it gives an error message until you are able to add new records)

o Define new Flexfield Security Rules, if required. (NavigateSetupKeySecurityDefine)

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o Define new Cross Validation Rules and activate cross-validation for the new Accounting Flexfield structure, if required. (NavigateSetupKeyRules)

o Turn off Dynamic Insertion, if required. (NavigateSetupFinancialsFlexfieldsKeySegments)

o Redefine new account Hierarchies. (NavigateSetupFinancialsFlexfieldsKeyValues)

o Redefine Roll-up Groups. (NavigateSetupFinancialsFlexfieldsKey->Groups)

o Redefine Summary Templates. (NavigateSetupFinancialsAccountsSummary)

o Redefine Account Aliases. (NavigateSetupFinancialsFlexfieldsKeyAliases)

o Redefine Mass Allocations Journals. (NavigateBudgetsDefineMassBudget)

o Review and update Intercompany AutoAccounting Rules (NavigateSetupIntercompanyAutoAccounting Rules)

o Redefine Recurring Journal Entries. (NavigateJournalsDefineRecurring)

o Review and update the Intercompany Clearing Accounts (NavigateSetupIntercompanyClearing Accounts)

o Redefine Statistical Units of Measure (Navigation: GL Setup Accounts Units

o Redefine Budget Organizations and Budget Assignments. (NavigateBudgetsDefineOrganizations)

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o Redefine Consolidation Rules. (NavigateConsolidationDefine)

o Redefine FSG Reports: Redefine FSG Row Sets for ranges and calculations to incorporate the new COA structure.

(NavigateReportsDefineRow Set) Review Columns Sets for segment override and calculations.

(NavigateReportsDefineColumn Set) o Redefine Balancing Segment Values for Each Legal Entity

(NavigateSetupFinancialsAccounting Setup ManagerAccounting SetupsLegal Entities)

In R12 For each of the subledger using the appropriate responsibility o Review and update the Account Derivation Rules

(NavigateSetupSubledger AccountingAccounting Methods BuilderJournal Entry SetupsAccount Derivation Rules) o Redefine Journal Autopost (applicable for Oracle Apps version 12.0.0 and above)

(Navigation: GL Setup Journal AutoPost In iProcurement

o Configure the charge accounts The accounting regions need to be configured for iProcurement so that the segments match the accounting flexfield structure.

o To determine the Account Regions, query the profile options: POR: Edit Accounts Region - Single charge account POR: Multiple Accounts Region Multiple charge accounts Typically the values are: Region value for single charge account is POR_BILLING_CHARGE ACCOUNT_R . Region value for multiple charge accounts is POR_BILLING_MULT_CHARGE_AC_R.

o To change the region definition: Login into Application Developer Common Modules( AK Developer - for version < 11.5.10)

(NavigateDefine Region) Query the regions based on the region value derived from the prior step for single and multiple charge accounts.

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Press the Region Items button to get the details for this region and change the values matching to your accounting flexfield segment description.

In Payables (You may need to delete current setups, or sometimes, click OK when it gives an error message until you are able to add new records)

o Review and update Expense Report Templates with the cost center changes. (NavigateEmployeesSigning Limits) (NavigateSetup Invoice Expense Report Templates)

o . Review and update balancing segment values for each of your Tax Reporting Entities. (NavigateSetupTaxReporting Entities)

In Purchasing (You may need to delete current setups, or sometimes, click OK when it gives an error message until you are able to add new records)

o Redefine all Purchasing Account Aliases. (NavigateSetupFlexfieldsKeyAliases)

o Review and make required modifications to Flexbuilder. (NavigateSetupFinancialsFlexfieldsFlexfield Test)

o Review and make the required modifications to the approval groups. You may need to delete and recreate the approval groups. (NavigateSetupApprovalsApproval Groups)

In Receivables (You may need to delete current setups, or sometimes, click OK when it gives an error message until you are able to add new records)

o For each AutoAccounting structure definition using a specific segment value that is not valid for the new COA, delete the AutoAccounting structure and redefine it with the correct value(s).

(NavigateSetupTransactionsAutoAccounting)

In Projects (You may need to delete current setups, or sometimes, click OK when it gives an error message until you are able to add new records)

o Review Flexbuilder and make modifications, as required

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(NavigateSetupFinancialsFlexfieldsFlexfield Test) o Review and update the Project AutoAccounting lookup steps, rules and rule assignments with valid values and the segment

assignments to map to new COA.

(NavigateSetupAutoAccountingLookup Sets) (NavigateSetupAutoAccountingRules) (NavigateSetupAutoAccountingAssign Rules)

In Inventory (You may need to delete current setups, or sometimes, click OK when it gives an error message until you are able to add new records)

o Update custom programs and reports. o Review and update, as needed, all custom programs and reports that use or reference CCIDs, segment values, or chart of accounts

id.

In HR/Payroll (You may need to delete current setups, or sometimes, click OK when it gives an error message until you are able to add new records)

o Update custom programs and reports. o Map the Cost Allocation FlexField to the new chart of accounts. If you are using payroll, you need to execute this step after running

the Flexfield PostSteps software. Refer Flexfield Post steps user guide for detailed steps.

o Contact FlexField Express for the additional module to update the Cost Allocation FlexField In Order Management

o Autoinvoicing - Change the account segment on the system options (NavigateReceivablesSetupTransactionsAutoInvoice)

Tips o Test your changed flexfield thoroughly before moving into production. o Your first run in your test environment should focus on getting the mapping right. o During the second test run, time all steps of the process, and assign post steps to individuals to perform. Each post step should

be documented so that nothing is missed during the production run.

70

Index accounting

chart of accounts, 1, 2, 4, 6, 7, 9, 18, 21, 26, 37, 38, 63, 69 set of books, 1, 5, 12

accounting flexfield, 18, 21 segments, 6, 11, 19, 20, 21, 26, 27, 29, 30, 37, 38, 46 value sets, 21

chart of accounts, 1, 2, 4, 6, 7, 9, 18, 21, 26, 37, 38, 63, 69 code combination, 4 code combinations, 4 current chart of accounts, 21, 26 database, 5, 6, 10, 19, 57

objects, 22 server, 10 tables, 5, 12, 58 tablespace, 57

DBA, 13 E-Business Suite, 1, 5, 6, 7, 8, 9, 12, 18, 52, 58, 63, 65 ending

process, 11, 20, 30, 54 environment report, 6, 16 exceptions

account type mismatch, 4 file name, 7 FlexField Parameters, 10, 14, 20, 30 flexfield segment, 68 flexfield structure, 4, 6, 67 install, 13

statistics, 5 tablespace, 57

installing, 13 instance, 5, 6, 8

production, 2 test, 2, 12

jobs refresh, 54

ledgers, 1 mapping, 11, 20, 26, 32, 37, 43, 44, 45

code combination, 4 new, 21, 26, 69

one-to-one, 11, 30 natural account, 4

account type, 4 new segments, 26 objects, 5, 18 Oracle, 4, 21

database, 4, 5, 10, 21, 57 E-Business Suite, 4, 12, 21 instance, 5, 6, 8

Oracle E-Business Suite, 4, 5 accounting flexfield, 18, 21 chart of accounts, 1, 2, 4, 6, 7, 9, 18, 21, 26, 37, 38, 63, 69 set of books, 1, 12 tables, 5, 12, 58

organization chart of accounts, 1, 2, 4, 6, 7, 9, 18, 21, 26, 37, 38, 63, 69 set of books, 1, 5, 12

Parameters FlexField, 10, 14, 30

prepare instance environment report, 6, 16

production, 2 projects

type, 38 querying, 57 reports, 5, 65

environment report, 6, 16 expense, 4 value mapping, 41, 43, 44, 47, 48

rules sets, 5, 6

schema, 6, 7, 13, 17, 18, 41, 63 schemas, 6, 7, 13, 17, 18, 41, 63 security, 5 segment

qualifier, 4 segment mapping, 27, 30 segment values, 4, 26, 68 segments, 6, 11, 19, 20, 21, 26, 27, 29, 30, 37, 38, 46

71

new, 21, 26, 69 server, 10

database, 5, 6, 10, 19, 57 sessions

refresh, 54 set of books, 1, 5, 12

ledger, 1 statistics

session statistics, 55 status

refresh, 54

status bar, 54 structures, 22 tables, 5, 12, 58 tablespace, 57 target, 6 test, 2, 12

environment, 2, 12 value mapping, 41, 43, 44, 47, 48 value sets, 21 values, 37, 44, 46, 69

FlexField User GuideContentsIntroduction to FlexFieldAbout FlexFieldSupportFlexField Terms

Starting the FlexField Process1. Create a Test Environment2. Perform the following DBA and System tasks in the Test environment3. Set Up Oracle E-Business Suite4. Install FlexField SoftwareChanging the FlexField Parameters5. Perform Oracle E-Business Suite Pre-StepsThe EnvironmentRun the Environment Report

Prepare Instances

Mapping the Accounting FlexfieldAbout MappingMapping Segments and Segment ValuesMapping Code CombinationsMapping Strategies

Map Chart of AccountsMap SegmentsMap ValuesGenerating Mapping Files from FlexFieldImporting .DAT or .TXT Files into Excel

Creating Segment Value Mapping FilesMapping the Natural Account Segment

Loading Mapping Files

Map Code CombinationsDeleting Value MappingsViewing Mapping ExceptionsCorrecting Mapping ExceptionsValue Mapping Reports

Execute ChangesTransform Old Code CombinationsApply Changes to DatabaseAlign AccountsRefreshSession StatisticsEnd DatesErrors and Status QueriesAdditional Queries

ReportsFlexField Conversion Timing Report

Ending the FlexField ProcessExit FlexField

Perform Oracle E-Business Suite Post-StepsExample Post- Steps

Index