Top Seven Steps for Optimizing Cross-Validation Rules in General Ledger

© 2016 eprentise. All rights reserved.
Top Seven Steps for Optimizing Cross-
Validation Rules in General Ledger
Transforming Oracle® E-Business Suite

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Company Overview: Incorporated 2007 l Helene Abrams, CEO
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Learning Objectives
Objective 1: Learn how cross-validation rules work in Oracle®
E-Business Suite.
Objective 2: Learn how to set up cross validation rules.
Objective 3: Learn how a good chart of accounts design
reduces the need for complex cross-validation rules.
Objective 4: Understand the importance of ranges in
designing cross-validation rules.
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Agenda
Cross-validation Rules Overview
 Introduction
 Chart of Accounts Basics
Cross-validation Rule Setup
 Defining and Creating Your Rules
Optimizing Cross-validation Rules
 Chart of Accounts Design
 Logical Ranges
 Data and Information Segmentation
Seven Criteria for Designing Good Cross-
validation Rules
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Chart of Accounts Basics
Accounting Flexfield Structure in E-Business Suite
 Segments
 Values
 Code combinations
A cross-validation rule determines and controls the valid segment
values that may be used in conjunction with values in other segments.
Company Business
Unit
Cost
Center
Region Account
01 100 150 East 1111
02 100 210 West 2222
Segments
(or
Dimensions)
Values
Code Combination
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Layman's terms?
Tractor Unit - Semi-Trailer - Engine - Cabin - Compact Discs
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Setting Up Cross-Validation Rules
1. A cross-validation rule applies only to a single chart of
accounts structure or accounting flexfield
2. Cross-validation rules only work on data entry (and for
the first time a combination is used)
3. Cross-validation rules have no impact on code
combinations that are already in use
 Important to design and set up your cross-validation
rules before entering transactions
4. Set up rules by defining valid combinations in the Define
Cross-validation Rules form
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Creating Cross Validation Rules
Define the Goal — Limit vs. Allow
 Limit
 Prevent certain chart of account segment values from being used in conjunction
with specific values in other segments.
Example: Prevent accounts 30000 – 40000 from being used with departments 1000 –
1999
 Allow
 Only permit certain values to be used under certain matching conditions.
Example: only department 7640 may be used with any product line that begins with S
What’s the difference?
 Nothing—the logic is the same. By allowing only certain values, you are really just
limiting all the rest of the values. Even so, it’s good practice to think about the rules as
limiting or allowing in order to get a better grasp of what values or rages need to be
included and excluded.
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Poll Question
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CVR Elements (or Statements)
The first part of setting up your rule is defining the
cross-validation rule elements, or statements.
Include element
 First create an Include element that includes the entire range of
values for each segment. Every cross-validation rule must include at
least one Include element.
Exclude element(s)
 Next create any necessary Exclude elements that place limits on the
values that can be used. Exclude elements override Include
elements.
Always start with a global inclusion – then move on to exclusions.
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Cross-validation Errors
A cross-validation error occurs when a user inputs an invalid segment
value based on the Exclusion elements of existing cross-validation
rules.
As with any application, handling errors efficiently allows the user to
get back up and running with minimum of wasted time and effort.
 Determine your error segment — This is the segment that will receive the
focus of the cursor upon an error, so choose the segment that will most
likely be causing the error
 Define your own error messages — Short, concise messages that briefly
explain the problem and suggest a fix are best. For example, “You have
entered an incompatible business unit/account combination. Please re-enter.”
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Example COA Structure & Values
We’ll use the following five-segment Accounting
Flexfield in the examples that follow:
Company Department Account Product Line Intercompany
3 digits Numeric 4 digits
Numeric
5 digits
Numeric
3 digits
Alphanumeric
3 digits
Numeric
Example
Values
001 US Holding
Co
1010 Administrative 40000 Revenue C99 CPUs 001 US Holding
Co
010 ABC Hard
Drives, Ltd.
5042 Consulting 20000 Liabilities D47 Internal
Hard
drives
010 ABC
Solutions,
Ltd.
320 DEF
Systems,
LLC
7640 Repair and
Maintenance-
Internal Hard
Drives
50013 Expenses
Replacement
parts for
Internal Hard
Drives
M50 Memory 320 DEF
Systems,
LLC
731 GHI
Enterprises,
Inc.
2020 Finance 35000 Sales -
Hardware
S10 Installation
Services
731 GHI
Enterprises,
Inc.
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CVR Example 1
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
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Defining Rules in the Form
General Ledger General Ledger
General Ledger General Ledger
CV_REVENUE_SEGMENT No revenue accounts between 30000 and 40000 for balance
sheet departments between 1000 and 1999
Include
Exclude 000.1000.30000.000.000
000.0000.00000.000.000 999.9999.99999.ZZZ.999
999.1999.40000.ZZZ.999
CV_REVENUE_001: Please choose a valid department outside of 1000-1999 for revenue account
Department 1000 1999
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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
below S:
This exclude statement prevents the departments above
7640 from using any product line that starts with anything
below S:This exclude statement prevents the departments below 7640
from using any product line that starts with anything above S:
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CVR Implications on COA Design
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
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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
Exclude Elements — 6 Steps Required
 Need Exclude elements for all the values above and
below each of the department values
This statement prevents all departments greater than 3001
and less than 5057 from being used:
This statement prevents all departments below 3001 from
being used:
And finally, this statement prevents all departments greater
than 9905 from being used:
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Poll Question
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Best Practices
Trying to include more than two segments in a
cross-validation rule is too complex and leads
to even more required Exclude elements.
 Soon, you’re at thousands of rules to maintain
It’s easy to steer clear of this problem by
adhering to best practices when designing
your chart of accounts
 Ranges
 One type of data in one (and only one) segment
 Similar data in only one segment
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Maintaining Your CV Rules and Valid Combinations
Review existing key flexfields when you update your
cross-validation rules to maintain consistent
validation.
 Regardless of your current validation rules, GL accepts a
key flexfield combination if the combination already
exists and is enabled.
Maintenance Suggestions:
 Decide upon your cross-validation rules when you first
set up your key flexfield structure.
 Review existing combinations and disable any
combinations that do not match the criteria of your new
rules.
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Available Reports
Reports for Checking Cross-validation Rules:
Cross-Validation Rule Violation Report
This report provides a listing of all the previously-created flexfield
combinations that violate your cross-validation rules. You can also
choose to have the report program actually disable the existing
combinations that violate your new rules.
Cross-Validation Rules Listing Report
This report lists all the cross-validation rules that exist for a particular
flexfield structure. This is the information you define using the Define
Cross-Validation Rules form, presented in a multiple-rule format you
can review and keep for your records for a given flexfield structure.
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Poll Question
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Seven Criteria for an Optimized CVR Design
1. Design your chart of accounts with cross-validation rules in mind.
2. Start each rule with an include statement that includes the entire range of
values.
3. Limit each rule to only 2 segments.
4. Make your error messages very descriptive so that when a user gets an
error, he or she understands what changes need to be made to the
entered code combination.
5. Use several simple rules rather than one complex rule.
6. Start your Cross-validation Error Messages with CV so that the user knows
that the combination is failing because of a Cross-validation rule (as
opposed to a security rule, or an end-dated value) when they get the error
message.
7. Use a single chart of accounts for all your operations. This greatly reduces
the number of cross-validation rules necessary.
 Keep values in ranges
 Put similar data in only one segment, and keep each
segment for only one type of data
 Use alphanumerics only when necessary
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Questions? Comments?
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© 2016 eprentise. All rights reserved.| 28
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THANK YOU
Harrison Figura
Delivery Quality Assurance Manager
hfigura@eprentise.com
eprentise, LLC
www.eprentise.com
Accelerating the time for change in
Oracle® E-Business Suite
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Top Seven Steps for Optimizing Cross-Validation Rules in General Ledger

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