EBS Answers Webinar Series - Chart of Accounts Transformation Master Class: Tips for Designing Effective Charts
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The webinar covers the principles of designing effective Charts of Accounts (COA) for Oracle E-Business Suite, emphasizing the need for clear segment definitions and avoiding information overlap. Key design considerations include ensuring no reliance on spreadsheets, avoiding alpha characters, and moving towards a global COA for streamlined reporting and compliance. The session also highlights the importance of creating a flexible and maintainable accounting structure to support business operations and regulatory requirements.
EBS Answers Webinar Series - Chart of Accounts Transformation Master Class: Tips for Designing Effective Charts
- 1. Chart of Accounts Transformation Master Class: Tips for Designing Effective Charts #EBSAnswersWebinars
- 2. 2 ©2020 eprentise. All rights reserved. Webinar Mechanics • Submit text questions. • Q&A addressed at the end of the session and posted on LinkedIn. • Everyone will receive an email with a link to view a recorded version of today’s session. • Polling questions will be presented during the session. If you want CPE credit for this webinar, you must answer all of the polling questions.
- 3. 3 ©2020 eprentise. All rights reserved. About eprentise GettingthemostoutofyourOracle®E-BusinessSuitewith ❑ TRANSFORM With Proven Out-of-the-Box Solutions That Align EBS With Your Business ➢ Consolidationmergesand harmonizesoneor moredisparate,differently-configured,databaseinstancesintoa single,fully-functionalapplication ➢ Divestiture filters data when a company is carving out or selling off part of their business, to create a stand-alone fully functional environment for the divested entity with a limited data set ➢ FlexField changes the financial chart of accounts to support standardization and increase reporting reliability retaining all transactional history ➢ Reorganization changes or moves any configurations or set-ups and all related transactions. Reorganization is a broad category and includes software solutions for merging or separating organization units, ledgers, inventory organizations, or legal entities, calendar changes, currency changes, etc. Reorganization Software is used to comply with new regulatory or statutory changes, new organization structures, entry into new markets, and to support mergers, acquisitions, or divestitures. ❑ OPTIMIZE With Software That Gives You Visibility Into Your Operations ➢ C Collection analytics will identify potential problem areas with transactional data. The software increases the accuracy of the underlying data, provides data transparency, and allows EBS users to reduce costs, leverage opportunities across the enterprise, improve business processes and increase the confidence level of the users in their data, processes, and operations. ➢ Automated Audit is audit and assurance software for internal and external financial auditors and allows for drill-down from a balance sheet report into the transaction-level detail. The software covers hundreds of substantive procedures across all EBS modules for the entire enterprise domain and builds in consistent audit processes and workflows across the organization. ❑Does not violate Oracle Support Agreement Software that Transforms and Optimizes EBS
- 4. 4 ©2020 eprentise. All rights reserved. Agenda ❑ Introduction ❑ Chart of accounts (COA) basics ❑ Designing a good COA ➢ 10 Design considerations
- 5. 5 ©2020 eprentise. All rights reserved. Chart of Accounts Basics: The Accounting Flexfield ❑ Example Structure ➢ Segments, Values, Code Combinations Company Business Unit Cost Center Region Account 01 100 150 East 1111 02 100 210 West 2222 Values 01.100.150.East.1111 Code Combination
- 6. 6 ©2020 eprentise. All rights reserved. Chart of Accounts Basics: Segments ❑ The EBS accounting flexfield accommodates up to 30 segments for categorizing transactions ❑ Structurally analogous to columns in a table ❑ Have defined lengths for the values they contain ❑ Common segment examples: ➢ Cost Center ➢ Department ➢ Fund ➢ Location ➢ Product Line| 6
- 7. 7 ©2020 eprentise. All rights reserved. Flexfields in the Form Accounting Key Flexfield Code Combinations Value Descriptions
- 8. 8 ©2020 eprentise. All rights reserved. Chart of Accounts Basics: Hierarchy ❑ The accounting flexfield incorporates parent-child relationships among values ❑ Roll-up Groups ➢ A collection of parent values for a given segment ➢ Used to create summary accounts ➢ The most detail is at the lowest level ❑ Summary Accounts ➢ Hierarchical rollup of children and/or parents ➢ Faster reporting ➢ Account balance inquiries
- 9. 9 ©2020 eprentise. All rights reserved. 1st Design Consideration – Does the COA Pass The Mystery Accountant Test ❑ Your COA segments should be defined with enough clarity to pass the Mystery Accountant Test ❑ Do your segments answer the questions Who, What, Where, Why, and How giving your accounting flexfield the ability to classify each transaction ➢ Who is responsible for the transaction? ➢ What is the nature of the transaction? ➢ Where is the activity occurring? ➢ How are the funds being impacted? ➢ Why was the transaction posted?
- 10. 10 ©2020 eprentise. All rights reserved. 2nd Design Consideration: One Type of Information ❑ Information should not overlap across segments. ❑ If each segment contains one (and only one) type of information, you: ➢ Reduce the maintenance of keeping information accurate in two places ➢ Reduce the possibility of introducing errors into your accounting ❑ Case: If your cost center has the same type of information as a business unit segment, there is no need to implement both. ❑ Case: You shouldn’t have a Department segment value such as HR – Sacramento, CA if there is also a Location segment in the chart.
- 11. 11 ©2020 eprentise. All rights reserved. 3rd Design Consideration: Information Not Repeated ❑ The accounting flexfield should not repeat information that exists in other modules of EBS. ➢ Reduced maintenance and errors (similar to Criteria 1) ❑ Case: If you are implementing Oracle Projects modules, there is no need to have a project segment in your accounting flexfield. ❑ Case: If you are implementing Receivables, then there is no need for a customer segment.
- 12. 13 ©2020 eprentise. All rights reserved. 4th Design Consideration: Enough Room to Expand ❑ Define your segment lengths to be long enough to accommodate values added in the future. Note: Although it likely won’t be an issue, the maximum number of characters for a code combination string is 240, so there are upper limits on how long you can define your segments. ❑ When designing values, be sure to allow enough room for future growth within each rollup group: ➢ Increment by at least 5 within each group ➢ Increment by 10 if the group is likely to be a high growth area. ➢ Example: If you have a location segment, allow enough room to add ten additional values between each of your lowest levels. Your Location segment hierarchy might look like this: 10000 US 11000 Midwest 11100 Detroit Metropolitan Area 11110 Ann Arbor 11120 Canton 11130 Plymouth 20000 Canada
- 13. 14 ©2020 eprentise. All rights reserved. 5th Design Consideration: Use Logical Ranges ❑ Ranging your values logically promotes streamlined reporting, security, and maintenance. ➢ Include a whole range of values in your rule (cross validation, security) and FSG report definitions ➢ Exclude specific values if needed ➢ Minimize the number of cross validation rules needed (under 50 using logical ranges compared to hundreds or thousands when not using logical ranges)
- 14. 15 ©2020 eprentise. All rights reserved. ❑ Out of Range — Cross-validation rules can get messy if your chart of accounts values are not organized in logical ranges. ➢ Rule elements are much more complex due to the inability to rely on value ranges for exclusion ➢ Example Goal: Prevent revenue account values between 30000 and 40000 from being used with any department values other than the following 5 values (we’ll begin with the familiar global Include element): ▪ 3001 ▪ 5057 ▪ 6124 ▪ 8537 ▪ 9905 15 5th Design Consideration: Use Logical Ranges
- 15. 22 ©2020 eprentise. All rights reserved. ❑ Exclude Elements — 6 Steps Required ➢ Need Exclude elements for all the values above and below each of the department values | 22 5th Design Consideration: Use Logical Ranges
- 16. 24 ©2020 eprentise. All rights reserved. Example Goal: Prevent revenue account values between 30000 and 40000 from being used with any department values other than the following 5 values (we’ll begin with the familiar global Include element): 3001 ◼ 5057 ◼ 6124 ◼ 8537 ◼ 9905 This statement prevents all departments below 3001 from being used: | 24 5th Design Consideration: Use Logical Ranges
- 17. 25 ©2020 eprentise. All rights reserved. Example Goal: Prevent revenue account values between 30000 and 40000 from being used with any department values other than the following 5 values (we’ll begin with the familiar global Include element): 3001 ◼ 5057 ◼ 6124 ◼ 8537 ◼ 9905 This statement prevents all departments greater than 3001 and less than 5057 from being used: | 25 5th Design Consideration: Use Logical Ranges
- 18. 26 ©2020 eprentise. All rights reserved. Example Goal: Prevent revenue account values between 30000 and 40000 from being used with any department values other than the following 5 values (we’ll begin with the familiar global Include element): 3001 ◼ 5057 ◼ 6124 ◼ 8537 ◼ 9905 This statement prevents all departments greater than 5057 and less than 6124 from being used: | 26 5th Design Consideration: Use Logical Ranges
- 19. 27 ©2020 eprentise. All rights reserved. Example Goal: Prevent revenue account values between 30000 and 40000 from being used with any department values other than the following 5 values (we’ll begin with the familiar global Include element): 3001 ◼ 5057 ◼ 6124 ◼ 8537 ◼ 9905 This statement prevents all departments greater than 6124 and less than 8537 from being used: | 27 5th Design Consideration: Use Logical Ranges
- 20. 28 ©2020 eprentise. All rights reserved. Example Goal: Prevent revenue account values between 30000 and 40000 from being used with any department values other than the following 5 values (we’ll begin with the familiar global Include element): 3001 ◼ 5057 ◼ 6124 ◼ 8537 ◼ 9905 This statement prevents all departments greater than 8537 and less than 9905 from being used: | 28 5th Design Consideration: Use Logical Ranges
- 21. 29 ©2020 eprentise. All rights reserved. Example Goal: Prevent revenue account values between 30000 and 40000 from being used with any department values other than the following 5 values (we’ll begin with the familiar global Include element): 3001 ◼ 5057 ◼ 6124 ◼ 8537 ◼ 9905 And finally, this statement prevents all departments greater than 9905 from being used: | 29 5th Design Consideration: Use Logical Ranges
- 22. 19 ©2020 eprentise. All rights reserved. 19 5th Design Consideration: Use Logical Ranges
- 23. 20 ©2020 eprentise. All rights reserved. 6th Design Considerations: Don’t Use a Dependent Segment A B C D E F 1 2 3 ? 4 5
- 24. 21 ©2020 eprentise. All rights reserved. 6th Design Considerations: Don’t Use a Dependent Segment ❑ Using dependent segments generally results in decreased functionality and/or requires increased maintenance in: ➢ Cross-Validation Rules ➢ Security Rules ➢ Mass Allocations ➢ FSG’s ➢ Oracle Financial Analyzer ➢ SLA Account Derivation Rules ➢ Auto Accounting ➢ Anything requiring account ranges
- 25. 22 ©2020 eprentise. All rights reserved. 7th Design Consideration: No Reliance on Spreadsheets ❑ Be able to get the information you need from built-in EBS reports. ➢ Real-time value ➢ No errors introduced by use of spreadsheets ➢ Streamlined workflow, lower resource requirements, and reduced maintenance ➢ No need to integrate with 3rd party reporting applications ❑ Capitalize on a master row set for FSG reports. ➢ Allows you to generate different reports without having to rewrite each report
- 26. 24 ©2020 eprentise. All rights reserved. 8th Design Consideration: Avoid Alpha Characters Like The Plague ❑ There is a perceived simplicity to using Alpha characters but they will introduce a maintenance nightmare.
- 27. 14 ©2020 eprentise. All rights reserved. ❑ Goal — Prevent revenue account values between 30000 and 40000 from being used with balance sheet department values between 1000 and 1999. ➢ Elements: Global Include, single Exclude ➢ Error segment: Department 8th Design Consideration: Avoid Alpha Characters Like The Plague
- 28. 15 ©2020 eprentise. All rights reserved. ❑ Goal — Only department 7640 is permitted for use with any product line that starts with S. ➢ Elements: Global Include, three Excludes ➢ Error segment: Department | 15 8th Design Consideration: Avoid Alpha Characters Like The Plague
- 29. 16 ©2020 eprentise. All rights reserved. ❑ Goal — Only department 7640 is permitted for use with any product line that starts with S. ➢ Elements: Global Include, three Excludes ➢ Error segment: Department This exclude statement prevents the departments below 7640 from using any product line that starts with anything below S: | 16 8th Design Consideration: Avoid Alpha Characters Like The Plague
- 30. 17 ©2020 eprentise. All rights reserved. ❑ Goal — Only department 7640 is permitted for use with any product line that starts with S. ➢ Elements: Global Include, three Excludes ➢ Error segment: Department This exclude statement prevents the departments above 7640 from using any product line that starts with anything below S: | 17 8th Design Consideration: Avoid Alpha Characters Like The Plague
- 31. 18 ©2020 eprentise. All rights reserved. CVR Example 2 ❑ Goal — Only department 7640 is permitted for use with any product line that starts with S. ➢ Elements: Global Include, three Excludes ➢ Error segment: Department This exclude statement prevents the departments below 7640 from using any product line that starts with anything above S: | 18 8th Design Consideration: Avoid Alpha Characters Like The Plague
- 32. 26 ©2020 eprentise. All rights reserved.
- 33. 27 ©2020 eprentise. All rights reserved. 9th Design Consideration: Make Use of an Analysis Segment Accounting Setups Manager > Chart of Accounts mapping ❑ Facilitates multiple ledger structure and greater ease of maintaining statutory compliance.
- 34. 28 ©2020 eprentise. All rights reserved. Global Visibility – Local Compliance with R12 Subledger Accounting, Accounting Methods Builder Replaces Global Accounting Engine
- 35. 29 ©2020 eprentise. All rights reserved. 10th Design Consideration: Move to A Global Chart of Accounts Where Possible ❑ Primary ledger is single source of truth for all accounting, reconciliation and analytical reporting ❑ Consistency but flexibility to accommodate different requirements ❑ External reporting without relying on a separate financial consolidation system ❑ Drill down to individual transactions in the subledgers without translation ❑ Transparency (3-5 years) to meet IFRS standards and international auditing requirements ❑ Common metrics and reporting structures with common interpretation
- 36. 30 ©2020 eprentise. All rights reserved. A Global Chart of Accounts – Reduced Costs ❑ Reduce complexity of configurations ➢ Cross validation rules ➢ Security rules ➢ Reporting within ranges ❑ No conversions required for data warehouse queries, drill- down to subledgers, ad-hoc reporting ❑ Facilitate movement to shared service centers ➢ Single COA to manage ➢ Standardized training ❑ Enterprise governance and control of new combinations ➢ Reduce redundancies
- 37. 31 ©2020 eprentise. All rights reserved. A Global Chart of Accounts – Reduced Complexity ❑ Streamline the month- and year-end closing processes ❑ No more messy financial consolidations using spreadsheets ❑ R12 eliminates the need for using and maintaining multiple charts of accounts Taiwan Malaysia China India UK Russia DolEx US DloEx Mexico DolEx Guatemala Eurofil Muzo Hong Kong Maldives Singapore Sri Lanka Philippines Brunei US Canada Macau USD EUR GBP AUD PHP USD BND TWD USD MYR CNY USD INR USD GBP EUR USD SGD CAD AUD HKD CHF DKK JPY MOP HKD USD SGD USD LKR NOK NZD SEK RUB USD MXN USD CAD USD GTQ EUR CZK AsiaPac LKR AsiaPac AUD AsiaPac EUR AsiaPac GBP AsiaPac BND AsiaPac PHP AsiaPac MYR AsiaPac INR AsiaPac TWD AsiaPac CNY Europe GBP Europe EUR Europe USD Europe SGD Europe CAD Europe AUD Europe HKD Europe CHF Europe DKK Europe JPY Europe NOK Europe NZD Europe SEK GPN RUS AsiaPac MOP AsiaPac HKD AsiaPac SGD DOLEX US DOLEX MX DOLEX GT GPN EUR GPN MZO NAm USD AsiaPac USD NAm CAD 021 023 911 912 913 025 401 201 301 024 027 028 029 030 031 951 952 953 954 955 956 957 958 959 006 106 105 103 107 022 960 961 962 963 001 005 002 Hong Kong Singapore Taiwan China India Sri Lanka Sri Lanka Sri Lanka Sri Lanka Brunei Philippines Malaysia India Taiwan China UK UK UK UK UK UK UK UK UK Canada Sri Lanka Maldives Singapore Philippines Macau UK UK UK UK US Canada Comerica GPS LKR GPS AUD GPS EUR GPS GBP GPS BND GPS MYR GPS INR GPS TWD GPS CNY GPS CHF GPS DKK GPS JPY GPS NOK GPS NZD GPS SEK GPS MOP GPS HKD GPS SGD GPS US GPS CAD 021 023 911 912 913 025 401 201 301 024 027 028 029 030 031 951 952 953 954 955 956 957 958 959 006 106 105 103 107 022 960 961 962 963 001 005 002 021 023 911 912 913 025 401 201 301 024 027 028 029 030 031 951 952 953 954 955 956 957 958 959 006 106 105 103 107 022 960 961 962 963 001 005 002 Location CCY Op Unit BalSegLocation GPS Book BalSegBalSeg GPS US 201 301 401 Bk Seg GPN SRL GPN BRU GPN PHI GPN MLS GPN IND GPN TWN GPN CHN UK SOB GPN MAC GPN HK GPN SNG US SOB CAN SOB 525 575 585 505 570 804 802 803 801 915 565 545 851 205 021 023 911 912 913 025 024 027 028 029 030 031 951 952 953 954 955 956 957 958 959 006 106 105 103 107 022 960 961 962 963 001 005 002 GPN Book BalSegBalSeg 201 301 401 US SOB 205 565 570 801 802 803 525 575 585 505 804 915 545 851 DLX RUS EUR MZO Seg Bk
- 38. 33 ©2020 eprentise. All rights reserved. R12 Features - Ledger Sets Perform the Following Across Ledgers ➢ Open/Close Periods ➢ Create Journals ➢ Allocations Across Ledgers ➢ Recurring Journals for All Ledgers ➢ Elimination Sets for All Ledgers ➢ Translate and Revalue Balances ➢ View Information without Changing Responsibilities ➢ View Journals and Account Balances Across Ledgers ➢ Submit Standard Reports ➢ Create Financial Statements that Include Data for Multiple Ledgers
- 39. 34 ©2020 eprentise. All rights reserved. Global COA Design Recommendations ❑ Add an intercompany segment – take advantage of AGIS ❑ Add a segment to accommodate local requirements ➢ Ranges, rollups defined for each country to use ▪ Local bank accounts ▪ Statutory reporting ➢ Location segment (optional) but helps with security, cross validation ❑ Implement other modules for detailed tracking at a local level (through an OU) ➢ Project Accounting ➢ Collections ❑ Implement Multiple Reporting Currencies, secondary ledgers to report in different currencies
- 40. 35 ©2020 eprentise. All rights reserved. 10 Design Considerations 1. Does the COA Pass The Mystery Accountant Test 2. One Type of Information 3. Information Not Repeated 4. Enough Room to Expand 5. Use Logical Ranges 6. Don’t Use Dependent Segments 7. No Reliance on Spreadsheets 8. Avoid Alpha Characters (Like the Plague) 9. Make Use of an Analysis Segment 10. Move to a Global Chart of Accounts
- 41. 36 ©2020 eprentise. All rights reserved. Questions? Contact - One World, One System, A Single Source of Truth - Harrison Figura Product Manager hfigura@eprentise.com www.eprentise.com www.AgilityByDesign.com www.crystallizeanalytics.com eprentise, LLC Accelerating the time for change in Oracle® E-Business Suite #EBSAnswersWebinars
- 42. 37 ©2020 eprentise. All rights reserved. C Collection Analytics Software for Oracle EBS
- 43. 38 ©2020 eprentise. All rights reserved. Thank You! Contact - One World, One System, A Single Source of Truth - Harrison Figura Product Manager hfigura@eprentise.com www.eprentise.com www.AgilityByDesign.com www.crystallizeanalytics.com eprentise, LLC Accelerating the time for change in Oracle® E-Business Suite #EBSAnswersWebinars