Month end close-oracle process doc

Created: July 2010 Page 1 of 51
ORACLE
Month-End Close Process

Corporate Ops Finance Oracle Month-End Close
Table of Contents
Table of Contents _____________________________________________________________ 2
PRE-CLOSE_________________________________________________________________ 3
A) Mapping Files_________________________________________ Error! Bookmark not defined.
B) Allocation Percentages – STAT Entry ____________________________________________ 3
C) Flat Rate Facilities Allocation__________________________________________________ 10
D) Accruals ___________________________________________________________________ 13
E) Prepaid Entries _____________________________________________________________ 16
F) Miscellaneous Reclasses_______________________________________________________ 21
G) Communication ___________________________________________________________ 28
DAY 1 - CLOSE _____________________________________________________________ 28
A) Auto-Allocation _____________________________________________________________ 28
B) Verify Cost Center General Spending has Cleared ________________________________ 30
C) Communication _____________________________________________________________ 33
APPENDIX A: How to Open a Fresh Web ADI Form ______________________________ 34
APPENDIX B: How to Add an Attachment to an Unposted Journal ___________________ 36
APPENDIX C: How to Post a Journal Entry______________________________________ 39
APPENDIX D: How to Print a Journal Entry _____________________________________ 41
APPENDIX E: How to Run & Format an Account Analysis Report ___________________ 44
APPENDIX F: How to Approve a Journal Entry __________________________________ 48
APPENDIX G: How to Run a Trial Balance Report ________________________________ 49

PRE-CLOSE
A)Allocation Percentages – STAT Entry
a) Cost Centers Using Forecast Percentages
CC’s in Tier 1 using FCST %’s
NOTE: When pulling data in Essbase columns should be in the following order:
Planning
Alloc Acct Entity CC SA Proj Q3
OHPct E1000 10004120 0000 P10000990 0.00606
OHPct E1000 10004130 0000 P10000990 0.00171
1) Format allocation percentages to be 5 decimal places ONLY – click inside
cells to check. If needed turn on the following:
Tools/Options/Calculation/Click on Precision as Displayed. You will receive
a message that data will lose accuracy. Click OK. If you choose to perform
the Precision as Displayed step, make sure to turn it off after the data has
changed.
2) Verify percentages equal 1.00000 – adjust as needed
3) Copy and Paste the forecast data into the FCST % template (pink header
section) – this template has been formatted and linked via V-Lookups to
convert the forecasted account string into the Oracle account string
4) Open a “FRESH” Web ADI form (See Appendix A – Page 34)
5) Fill in the appropriate heading information
Example of how to fill in the “header” information on the Web ADI Form for %s
Balance Type Actual
Data Access Set GENZ US PRIMARY US GAAP
Ledger * List - Text GENZ US PRIMARY US GAAP
Category * List - Text US OPS
Source * List - Text Spreadsheet
Currency * List - Text STAT
Period List - Text JUL-10
Accounting Date * List - Date 7/31/2010
Batch Name Text USPRI-DUNME01-STAT01
Batch Description Text JUL-2010 Allocation Percentages
Journal Name Text USPRI-DUNME01-STAT01
Journal Description Text JUL-2010 Allocation Percentages
Reverse Journal List - Text No
Reversal Period/Date List - Text
USERID
GEN Ledger name

Clearing Company List - Text
NOTE: There is a Corporate Standard that needs to be followed when filling out the information
for the Batch Name and Journal Name see below:
Example: USPRI-USERID-STAT01
US – Entity 1000 and 1020
PRI – Primary ledger
USERID – User name
STAT – Type of journal entry
(Examples: STAT – %’s, REV - reversing, JL – regular journal, REC - recurring)
01 – Sequential number
6) Using the FCST % template data Copy the Oracle data (blue header section)
and Paste Values into the Web ADI form
Example of Web ADI form after the Copy & Paste step
The “flag” shown in the Upload column, all the way to the left of the Web ADI form,
indicates this is a row you want to include in the upload. You have the option to delete this
“flag” if you do not want to include specific rows in the upload. In order for the flag to reappear
if you are reusing the WEB ADI form – copy data and paste special values to bring the flags
back up.
NOTE: If you have allocations that are prepared using FCST %s and Hours %s you can use one
Web ADI Form to Upload. See notes in section “b” below on how to prepare the Hours %s.
7) Upload the Web ADI by clicking on Oracle on your Excel tool bar

8) Click on Upload from the dropdown list
NOTE: You will need to be logged into Oracle to perform the Upload task. If you are not logged
in – the Oracle Log In page will pop-up when you hit Upload
9) The below form will open for upload parameters
NOTE: For STAT uploads make sure to check “Upload Unbalanced Journals”
10) Once appropriate boxes are checked - Click Upload
11) A confirmation window will appear indicating the completion status of the
upload. If any errors occur, they will display in the window. Click the
“Close” Button

12) The Messages column all the way to the right of the Web ADI form will
automatically populate when you execute to upload the data into Oracle. If
the data in the row has no errors the Messages column will populate with a
smiley face “” to represent the data in that row is valid. If the data in the
row has an error – the Messages column will provide a description as to what
is incorrect for the given row.
13) Attach necessary backup to the entry (See Appendix B – page 36)
NOTE: ALL entries require an attachment for backup
NOTE: STAT entries do NOT require manager approval – preparer needs to hit “Approve”
14) Post the entry (See Appendix C – page 39)
15) Print the entry (See Appendix D – page 41)
b) Cost Centers Using Timesheet Hours
CC’s in Tier 3 using Timesheet Hour %’s
1) Using the Kronos Timesheet Hour Summary spreadsheet – convert the hours
into allocation percentages
NOTE: Timesheet Hour data columns should be in the following order (don’t forget Entity)
Entity CC# SA Proj Hours %
1000 4085 0000 0992 0 0.00000
1000 4085 0000 0994 0 0.00000
1000 4085 0000 0998 0 0.00000
1000 4085 0205 0005 230 0.20184
1000 4085 0205 0760 34 0.02984
1000 4085 0226 0006 358 0.31417
1000 4085 0249 0844 21 0.01843
1000 4085 0700 0011 496.5 0.43572
4085 Total 1139.5
2) Format allocation percentages to be 5 decimal places ONLY – click inside
cells to check. If needed turn on the following:
Tools/Options/Calculation/Click on Precision as Displayed. You will receive
a message that data will lose accuracy. Click OK. If you choose to perform
the Precision as Displayed step, make sure to turn it off after the data has
changed.
3) Verify percentages equal 1.00000 – adjust as needed
4) Copy and Paste the forecast data into the HOURS % template (pink header
section) – this template has been formatted and linked via V-Lookups to
convert the timesheet hour account string into the Oracle account string
5) Open a “FRESH” Web ADI form (See Appendix A – page 34)
6) Fill in the appropriate heading information (See example below)

Example of how to fill in the “header” information on the Web ADI Form for %s
Balance Type Actual
Currency * List - Text STAT
Batch Name Text USPRI-DUNME01-STAT01
Batch Description Text JUL-2010 Allocation Percentages
Journal Name Text USPRI-DUNME01-STAT01
Journal Description Text JUL-2010 Allocation Percentages
Example: USPRI-DUNME01-STAT01
STAT – Type of journal entry
7) Using the HOURS % template data Copy the Oracle data (blue header
section) and Paste Values into the Web ADI form
back up.
UserID
UserID
UserID

NOTE: If you have allocations that are prepared using FCST %s and Hours %s you can use ONE
Web ADI Form to Upload. See notes in section “a” above on how to prepare the FCST %s.
10) The below form will open for Upload Parameters

NOTE: For STAT uploads make sure to check “Upload Unbalanced Journals”
“Close” Button
NOTE: STAT entries do NOT require manager approval – preparer needs to hit “Approve”
15) Post the entry (See Appendix C – page 39)
c) Cost Centers Using “Other” Method
CC’s in Flat Rate Allocation
NOTE: Follow the process for Timesheet %s above - substituting the “other” method of coming
up with the percentages to use for the allocation

NOTE: CC4080 is not part of the auto-allocation. Use the “JOURNAL” template to upload
dollar amounts for this cost center.
B)Flat Rate Facilities Allocation
Pro CC’s in Flat Rate Allocation
1) Using the JOURNAL template for a Web ADI enter the MFG Pro Account
strings into the “pink” columns on the right - this template has been formatted
and linked via V-Lookups to convert the MFG Pro account string into the
Oracle account string
2) Format the dollar column to be 2 decimal places
Enter MFG Pro Account String
Acct SA CC Proj Entity Description Jul'10
8850 0000 1258 0990 1000 Mos. Facility Alloc 259.00
Example of how to fill in the “header” information on the Web ADI Form for Amounts
Balance Type Actual
Currency * List - Text USD
Batch Name Text USPRI-BARJA05-JL01
Batch Description Text JUL-2010 Facility Flat Rate Allocation
Journal Name Text USPRI-BARJA05-JL01
Journal Description Text JUL-2010 Facility Flat Rate Allocation
Example: USPRI-BARJA05-JL01

JL – Type of journal entry
5) Using the JOURNAL template data Copy the Oracle data (blue header
back up.

“Close” Button

8) Once backup is attached – click on Approve. This action will send a
notification to the Approver. Once the Approver approves the entry a
notification will be sent to the Creator.
NOTE: Make sure your Oracle User Preferences are set up to receive email confirmations
NOTE: ALL journal entries REQUIRE manager approval
9) Once notification is received that the entry has been approved - Post the entry
(See Appendix C – page 39)
C)Accruals
1) The reports in MFG Pro will be used to verify if expenses have been paid
2) Using the JOURNAL template for a Web ADI enter the accruals using MFG
Pro Account strings into the “pink” columns located to the right - this
template has been formatted and linked via V-Lookups to convert the MFG
Pro account string into the Oracle account string
Enter MFG Pro Account String
Acct SA CC Proj Entity Description Jul'10
8405 0000 4050 0990 1020 Accrue VTS Consultants 25000.00
Example of how to fill in the “header” information on the Web ADI Form for Accruals:
Balance Type Actual
Category * List - Text Accrual
Batch Name Text USPRI-GARDO01-REV01
Batch Description Text JUL-2010 Quality Accruals
Journal Name Text USPRI-GARDO01-REV01
Journal Description Text JUL-2010 Quality Accruals

Reverse Journal List - Text Yes
Reversal Period/Date List - Text AUG-10
Example: USPRI-GARDO01-REV01
REV – Type of journal entry
6) Using the JOURNAL template data Copy the Oracle data (blue header
Example of Web ADI form for an Accrual after the Copy & Paste step
back up.

“Close” Button

NOTE: ALL Reversing entries REQUIRE manager approval
NOTE: When performing a category “Accrual” entry – you need to remember to call up the
reversing portion the following period and Post the entry (See Appendix C – page 39). This
portion of the entry does NOT require manager approval.
NOTE: This action can not be performed until the “next” accounting period has been opened by
Corporate Accounting.
D)Prepaid Entries
1) Log in to Oracle
2) Click on Journals – Define – Recurring

3) Enter the Batch Name, Batch Description and Journal Name
Example: USPRI-BARJA05-REC01
REC – Type of journal entry
4) Enter the Effective Dates From & To (based on the terms of the service and/or
coverage that is being prepaid)

5) Click on Lines (both account string & amounts will be added here)

6) In the Line field enter “10” for the first line of the entry (for each additional line
change the line field by intervals of 10 – ex. line 2 would be “20”)
7) Enter the account string information for the first line by clicking Account
8) Click OK
9) For Step – enter “10”, leave Operator as the default “Enter”, for Amount enter the
dollar amount for this account string. (If the amount is a credit use a negative
sign)
10) Save the form
11) To add another line click on Line field and click the icon on the toolbar. The
previous line number will disappear. Once it is blank, type the next number
(remember to do increments of 10).
12) Enter the account string information for the second line by clicking Account
13) Click OK
14) For Step - enter “20”, leave Operator as the default “Enter”, for Amount enter the
dollar amount for this account string. (If the amount is a credit use a negative
sign)
15) Save the form
Note: You need to generate the recurring entry each month – once Corporate Accounting has
opened the applicable accounting period
16) Once the applicable accounting period is open – generate the recurring entry
17) Go to Journal – Generate – Recurring

18) Click on the box to the right of the recurring batch you want to generate (Tip: If
you only want to view your records, hit F11, type in your user id with % before
and after (%MCNMI%) then hit Ctrl+F11.
19) Enter the appropriate accounting period
20) Click on Generate to process the recurring entry
21) A note will popup with your concurrent request number – click ok
22) Close out of the generate recurring entries window

23) To view the status of the request – click on View then choose Requests – then
click on Find
24) Click on Refresh Data until the recurring entry appears with no errors or
warnings.
26) Once backup is attached – click on Approve. This action will send a notification
to the Approver. Once the Approver approves the entry a notification will be sent
to the Creator.
E)Miscellaneous Reclasses
1) Log in to Oracle
2) Click on Reports: Requests choose Standard
3) Choose Single Request and click OK
4) Click on the List of Values in the Name field and choose “Program-Publish FSG
Report”
Note: This FSG report does not allow you to enter a range – to retrieve a range of data you must
enter in parent values
5) Click on the List of Values in the Report field and choose “GENZ Detail TB incl
EPL” and click OK
6) Choose the current period (ex. JUL-10)
7) Click in the field for Segment Override
8) Enter the below criteria
Note: To pull US Ops CC’s only – use CC parent: AOPS and Location parent: AOPS

9) Click OK
10) In the Date field enter the last day of the closing month (ex. 31-JUL-2010)
11) Click OK
12) Click on Options and under Format choose EXCEL and click OK twice or you
can manually type in EXCEL in the Format field

13) Click Submit

14) For Submit Another Request – click No
15) From the toolbar – click on View then click on Requests
16) Click on Find
17) Click on Refresh Data if the Phase status does not show Completed
18) Once status has Completed – click on View Output – when prompted save the
excel file and then open the file
19) Format the file
 Delete Rows 1 - 7
 Copy & Paste the PTD & YTD data into columns R&S
 Perform a Text to Columns for column A to break out the account string
(Use Fixed Width, add & remove breaks as needed – make sure account
string fields don’t contain blank spaces, select account string columns to
be in Text Format)
 Modify names for column headers
 Delete blank columns
 Delete blank rows
20) Copy the FSG Report data into the VLOOKUPs for MISC Reclasses tab in the
MFG Pro Conversion file (This tab has been formatted to perform v-lookups for
Analyst and SA-Project combination validity)

21) Using the SA-PROJ LIST in the MFG Pro Conversion Templates file verify the
SA-Project combinations for your cost centers
22) Using the RC Oracle String template in the MFG Pro Conversion Templates file
enter the miscellaneous reclasses using Oracle Account strings into the “pink”
columns located to the right - this template has been formatted and linked to
convert data into the appropriate format for uploading
Example of how to fill in the “header” information on the Web ADI Form for Reclasses
Balance Type Actual
Category * List - Text Reclass
Batch Name Text USPRI-BARJA05-JL02
Batch Description Text JUL-2010 Miscellaneous Reclasses
Journal Name Text USPRI-BARJA05-JL02
Journal Description Text JUL-2010 Miscellaneous Reclasses

Example: USPRI-BARJA05-JL02
JL – Type of journal entry
25) Using the MISC RC Oracle template data Copy the Oracle data (blue header
back up.

“Close” Button

F) Communication
Once you have completed the STAT entry, Facility Flat Rate Entry , Accruals and
Miscellaneous Reclasses and these entries are all approved and posted email letting us
know you are finished with Pre-Close.
DAY 1 - CLOSE
A)Auto-Allocation
NOTE: This step will be performed by only one individual and will take place once
communication has been received that all pre-close activities are complete and have been
posted.
1) Log in to Oracle
2) Under Journals: Auto Allocation in the Navigation panel click on Workbench

3) Move cursor to the Allocation Set field – click F11
4) Type in US OPS ALLOCATIONS
5) Hit CTRL F11 to pull up the Mass Allocation

6) Submit the Allocation Set - Click on Submit
7) A Parameters Box will open – Enter the below information
Balancing Segment Value: 100000
Period: month end close date (ex. JUL-10)
Budget: leave blank
Click Submit
8) A note will pop up with your concurrent request ID number – Click OK
9) Close the AutoAllocation Workbench window
10) To view the status of the request – click on View then choose Requests – then
click on Find
11) Click on Refresh Data until all of the Tiers have run and have been posted with no
errors or warnings. You will know when this is complete when you see “Run
Mass Allocations” appear four separate times (Tier 0 – Tier 3).
12) Print the Entries (See Appendix D – page 41)
NOTE: The Auto Allocation tool DOES NOT require approval
NOTE: The Auto Allocation tool will automatically post the first batch of allocations
and once the batch is posted will proceed to run the next tier of allocations and so forth.
B)Verify Cost Center General Spending has Cleared
NOTE: This step will be performed by only one individual.
1) Log in to Oracle

Report”
5) Click on the List of Values in the Report field and choose “GENZ Detail TB incl
EPL” and click OK
6) Choose the current period (ex. May-10)
8) Enter the below criteria and click OK
9) Enter the last day of the closing month (ex. 31-JUL-2010)
10) Click OK

12) Click Submit

15) Click on Find
18) Format the file
 Need to perform a Text to Columns for column A to break out the
account string
 Concatenate the CC and Location
 Create a pivot table showing CC-LOC and total values YTD
19) Save the Report out on the shared drive for all to view
20) Send an email to the group letting them know the “zeroed-out check” report is out
on the shared drive
C)Communication
Once the cost center general spending is cleared, Mike McNeil will send out an email
confirmation to let the group know that the allocations are complete and that we can now
start the capitalization and absorption entries.

APPENDIX A
How to Open a “Fresh” Web ADI Form
1) Log In to Oracle
2) Under Journals – Double Click on Open Journal Wizard
3) Under Viewer select Excel 2003 then click Next
4) Under Layout select GENZ Functional Actuals – Single then click Next
5) Under Content select None – then click Next

6) Click Create Document
7) Click Open and click on Enable Macros
8) Close the window that confirms document was created
9) Go to Tools – Protection – Unprotect Sheet
10) Format the file by adding in additional rows for data
11) Save the file as your Web ADI template – you won’t need to download each time

APPENDIX B
How to Add an Attachment to an Unposted Journal
Backup is required for all entries. Use your discretion on what to attach. Currently there are no
guidelines in place for what type and size of backup to attach.
NOTE: Be aware of confidential information when attaching backup. All users are able to view
the journal as well as the backup attached.
1) Log In to Oracle
2) Under Journals – double click on Enter
3) Fill in as much information in order to help narrow down the search
4) Execute the search - Click the Find button

5) To select a journal click anywhere within the line item then Click on Review Journal
6) Click on the Paperclip button in the tool bar to attach your backup

7) Click on the Source Tab – then fill in the appropriate fields. In this instance the backup is
an excel file. You can also have backup that is text, web page, etc.
8) An internet explorer window will pop up. Click on Browse and choose the file you wish
to attach. Double click on the file name. Then click Submit
9) You will receive a message with confirmation that the file upload completed
successfully. Close the message
10) You will receive a decision with “Has the file been uploaded successfully” – click the
Yes button
11) The file has been attached – close all windows

APPENDIX C
How to Post a Journal Entry
1) Log In to Oracle

5) To select a journal click anywhere within the line item then Click on Post
7) Click on Find

APPENDIX D
How to Print a Journal Entry
1) Log In to Oracle

5) To select a journal click anywhere within the line item then Click on Review Journal
6) Click in Account Field on line 1 (the account string will be highlighted)
7) From the toolbar – click on File then click on Export
8) If the below Decision Box pops up – click on Continue to End

9) Save the file – the text file will look like the below:
10) Open the file in Excel choose Delimited and Tab
11) Change the Account string column to be Text and click on Finish
12) Format the file as needed & print

APPENDIX E
How to Run & Format an Account Analysis Report
Note: The values pulled from this report are not unique account string values – to view a total
value you need to create a pivot table of the data.
Note: This report is similar to the Account Balance Detail Report (25.15.2) in MFG Pro if you
choose criteria Order By: “line item” in the parameters of the report.
21) Log in to Oracle
22) Click on Reports: Requests – choose Standard
24) Click on the List of Values in the Name field and choose “Account Analysis (180
Char)” click OK
25) Fill in the parameters based on the information you need to retrieve
26) Enter the Flexfield From & To criteria based on the information you need to
retrieve (the use of parent values is allowed when entering this information)

27) Click OK twice and then click on Submit

30) Click on Find
32) Once status has Completed – click on View Output – save the text file
33) Open the file in Excel choose Fixed Width and move line breaks where
appropriate (leave the account string as one column – can convert text to columns
once the file is opened in Excel)
34) Change the Account string column to be Text and click on Finish
35) Format the file
 Delete rows & columns
 Need to perform a Text to Columns for column A to break out the account
string (use Delimited and choose Other and enter a period); have the fields be in
text format and click Finish
 Add column headers to the account string
Ent/SA Acct CC Proj Loc Intra Other Debits (USD)
Credits
(USD)
100000 6000000 4000 10000990 1224 000000 0 6,554.37
100000 6000000 4000 10000990 1224 000000 0 3,643.12
100000 6000000 4000 10000990 1224 000000 0 2,621.75
100000 6000000 4000 10000990 2771 000000 0 259.51
100000 6000000 4000 10000990 2772 000000 0 11,379.87

 Create a pivot table based on criteria you are trying to view

APPENDIX F
How to Approve a Journal Entry
1) An email confirmation will be sent to the approver when an entry has been submitted for
approval
2) Log In to Oracle
3) Click on Other - Notifications
4) Execute the search for all open notifications – click Go
5) Open the notification by clicking on the link at the bottom of the form (ex. Journal Batch
requires Approval)
6) Click the enter journals link to open the journal to review
7) To view the attachment – click the attachment button in the toolbar (paperclip)
8) Close the attachment form
9) If everything looks okay – click the Approve button. If not – click Reject

APPENDIX G
How to Run a Trial Balance Report
1) Log in to Oracle
Report”
5) Click on the List of Values in the Report field and choose “GENZ Detail
Trending” and click OK
6) Choose the 1st
month of the year for period (ex. JAN-10)
8) Enter the below criteria and click OK (you may change parent values based on
what you are trying to pull)

9) Click OK
11) Click Submit

14) Click on Find
17) Format the file
 Need to perform a Text to Columns for column A to break out the
account string
 Perform additional formatting as needed (i.e. concatenate cc-loc; create
pivot tables, etc.)

Month end close-oracle process doc

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