mini lesson on defining accounting flexfield

8/2/2019 Mini Lesson on Defining Accounting Flexfield

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2003 DARC Corporation

Mini-Lesson on Defining

the Accounting KeyFlexfield

Andy Diamond

DARC Corporation


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Agenda

What is a Key Flexfield?

The Accounting Key flexfield.

Steps to define a Flexfield.

Critical Setup Options:

Value Sets, Segments, Qualifiers, Values.

Related Setup options.

Terminology.


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Key Flexfields..

Share common information across many

applications.

Are used by the applications as identifiers.

Are required by the application.

Usually consist of multiple segments, each of

which contains meaningful information.

Appear as a regular field with concatenated

values.


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The Accounting Key Flexfield..

Setup is the first step to EVERY implementation.

Is used by every application within Oracle.

Is the key driver for a companys financial

reporting.


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Key Flexfields


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An Active Key Flexfield


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Steps to Define a Flexfield

Plan the Flexfield.

value sets, segments, prompts, order.

Define and set up the Value sets.

check to see if there is already a value set definedthat would meet your needs.

Define and set up the Structure and the Segments. freeze and compile the flexfield.

Define the Values for the Value Set if appropriate.


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Value Sets..

Are used throughout the applications. Require a Value Set Name and description.

Ask for list type and security type.

Allow you to choose Format Validation.

Provide size and value limitations.

Provide method for validation.


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Company Value Set

Setup > Financials > Flexfields > Validation > Sets


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Long List Enabled


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Defining the Flexfield Structure

Give your flexfield a code, title and a meaningful

description.

Or use the existing code and title.

Select a view name if a view is desired. Make sure that the flexfield is enabled.

Choose a segment separator.


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Defining the Flexfield Structure

Decide if Cross-Validation will be used on this

flexfield.

Decide if Dynamic Insertion will be used on this

flexfield. If using Rollup Groups, specify whether to Freeze or

not.

Further define each of your segments.


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Key Flexfield Segments

Setup > Financials > Flexfields > Key > Segments


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Key Flexfield Setup

Company

01 Company

02 Company

Account

1000 Cash

2000 Payables

4000 Revenue

5000 Payroll

6000 Expenses

Cost Center

1000 CC

2000 CC

Future

00000


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Defining the Flexfield Segments

Designate the order of the segments.

Provide a name and description for each segment.

Click on Enabled and Displayed.

Assign column name (segment number in table).

Assign the appropriate Value set.

Provide prompts for windows and lists.


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Key Flexfield Segments SummarySetup > Financials > Flexfields > Key > Segments (Segments Button)


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Defining the Flexfield Segments

Choose whether this segment should be Indexed.

Choose defaults, if applicable.

Choose whether Security should be enabled for this

segment. Choose Display and Description sizes.

Assign Segment Qualifiers to the appropriatesegments.


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Key Flexfield SegmentsSetup > Financials > Flexfields > Key > Segments (Segments Button,

Open Button)


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Key Flexfield Qualifiers

Key Flexfield Qualifiers

Accounting Key Flexfield

Cost Center Segment (Cost Center/Dept)

Natural Account Segment (Account)

Balancing Segment (Company)

Intercompany Segment (Division)


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Defining Flexfield QualifiersSetup > Financials > Flexfields > Key > Segments (Segments Button, Flexfield

Qualifiers Button)


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Defining the Values in the Value Set

Provide valid values and descriptions for each

independent segment.

Values are limited to validation set rules.

Identify parents and related child ranges.

Assign rollup groups and hierarchy level.

Choose segment qualifiers:

Posting Allowed Options Account Type

Reconciliation / Control


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Defining the Values in the Value SetSetup > Financials > Flexfields > Key > Values

K Fl fi ld V l


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Key Flexfield ValuesSetup > Financials > Flexfields > Key > Values (Find Button)

D fi i th Li t f V l


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Defining the List of Values


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Cannot Change Values

L th f V l i f d


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Length of Values is enforced

S Q lifi


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Segment Qualifiers

Value Set value qualifiers.

Allow Budgeting:

Designate if a child value allows posting for budgets.

Allow Posting Designate if a child value allows posting for actuals.

Account Type:

Specify Asset, Expense, Liability, Ownership /Stockholders' Equity or Revenue for each value.

Indicates whether an account balance should close out at theend of a year or roll forward.

S t Q lifi


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Segment QualifiersSetup > Financials > Flexfields > Key > Values

A S Q lifi


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Account Segment Qualifiers

P V l


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Parent Values

Assign child values to each parent value

entered.

Choose to assign values in ranges or

individually.

Assign ranges of Child Values or Parent

Values. Child Values is most effective. View Hierarchies as required for validation.

P t V l


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Parent Values

D fi i Child R


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Defining Child Ranges

Vi i V l Hi hi


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Viewing Value Hierarchies

Defining Rollup Groups


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Defining Rollup GroupsSetup > Financials > Flexfields > Key > Groups

A i i R ll G


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Assigning Rollup Groups

S it R l


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Security Rules

Apply to a responsibility.

Includes all of the forms and reports assigned to that

responsibility.

Apply to one segment of your Flexfield Structure.

Fields on the form:

Name and Description of the Rule

A Message for the user to see Range of Values to be included

Range of Values to be excluded

Enabling Security on the Value Set


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Enabling Security on the Value Set

Enabling Security on the Segment


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Enabling Security on the SegmentSetup > Financials > Flexfields > Key-> Segments (Segments Button, Open Button)

Defining Security Rules


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Defining Security RulesSetup > Financials > Flexfields > Key > Security > Define

Assigning Security Rules


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Assign a rule to a responsibility of an application.

Fields on the Form:

Application that owns the Responsibility

Responsibility to be restricted Name of the rule to assign

The description and message for the rule you haveselected are displayed at the bottom of the form.



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g g ySetup > Financials > Flexfields > Key > Security > Assign

Security Rule Message


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Security Rule Message

Cross Validation Rules


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Apply to every user.

Cross multiple segments.

Fields on the Form:

Name and description of the rule

Error Message for the user

Error Segment for the cursor

What to include or exclude



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Setup > Financials > Flexfields > Key > Rules

Enabling Cross Validation


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Enabling Cross Validation

Cross Validation Rule Message


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Cross Validation Rule Message

Using an Alias


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Using an Alias

Used to speed data entry.

Used to minimize user mistakes. Fields on the Form:

Title and Structure of the Flexfield

Shorthand Enabled Box Max Alias Size

Prompt

Name of the Alias Template

Description

Defining an Alias


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gSetup > Financials > Flexfields > Key > Aliases

Using an Alias


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g

Choosing an Alias


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g

Dynamic Insertion


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y

Dynamic Insertion Not Enabled


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y

Choosing an Existing Combination


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Watch out for this stuff:


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Security Rules limit access to values.

Set of Books screen Define / look up Key Values

Cross Validation rules do not prevent use of existing

combinations. With Dynamic Insertion, cross validation rules are

imperative. Combinations are created on the fly.

Without Dynamic Insertion, cross validation rules arenot required. Combinations are created individuallyas required.

Next Steps


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Create your new set of books

Currency and Calendar

Define Set of Books

Assign specific accounts as required.

Next Steps


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Next Steps

In System Administrator:

Create a new responsibility

Assign GL Set of Books Profile Option to new

responsibility. In new GL Responsibility:

Create new combinations if desired (and not usingdynamic insertion)

Start using GL. Begin setup of Multi Org.

Profile Options


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p

Flexfields:Shorthand Entry

Flexfields:Show Full Value

Flexfields:Open Key Window

Flexfields:Autoskip

Currency: Thousands Separator

Currency: Negative Format

Currency: Positive Format

Terminology


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Value Sets a group of values for a single segment. Value

sets have validation rules for segments, such as size ofsegment, valid characters and the order. A value set containsall the valid values for a segment.

Segment - a portion of the accounting flexfield that holds one

dimension or reporting view of data. Segments should onlyhold one dimension, such as a company or account.

Accounting Flexfield Oracles term for Chart of Accounts

aflexible, user defined field to hold your account number. Segment Value a value within a segment that represents a

data point. An individual Cost Center is an example of a

segment value.

Terminology


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Combination or Account Combination the accountingflexfield with a single value populated in each segment. Alsoreferred to generically as the Account.

Cross Validation Rules user defined rules to prevent theuse of certain combinations of accounts for any user within a

set of books. Security Rules user defined rules to prevent the use of

segment values by certain users or responsibilities.

Alias a user defined, often alphanumeric, term that refers toan account combination. Simplifies data entry by allowing theselection of a name instead of typing an account combination.

Set of Books Oracles term for a financial book. Made up ofthe three Cs (Currency, Calendar and Chart of Accounts).

Questions????


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Thank You!

Andy [email protected]

DARC Corporationhttp://www.darc.com/

mini lesson on defining accounting flexfield

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