Sets of Books and Charts of Accounts govern Oracle’s General Ledger. The set of books keeps what currency, chart of accounts structure and calendar that the book will use. The main tables for this are
Journal Entries can be added several ways. By upload from and external source, upload through ADI, transfer from the various modules, or manually keyed into the application from the form.
Manual Entry - The responsibility that the user is in for the entry determines the chart of accounts structure and set of books. The user will enter a Batch name and period (which will default to the current open period). The user will then enter a header record with a description, and a journal category chosen from the list of valid journal categories. The user may also override the currency defaulted from the set of books. This will cause the entry to be booked to that currency but it will translate to the functional currency of the set of books. To translate, it will use the data from the GL_DAILY_RATES table. The user will last enter the lines for the journal. The main tables needed for this are:
GL_DAILY_RATES (If needed)
Imported Journals - Journals can also come into the general ledger from the other financial modules or by an integration tool (either custom built of ADI). The path for all of these types of entries is the same. Data flows through the GL_INTERFACE where is groups the source into batches, headers and lines based on where the data originates. When the Journal Import process is submitted either manually as a concurrent process or by a transfer process from the other modules. A journal batch, header and lines are created in the base tables exactly like a fully manual journal entry. The processes that are submitted from the other modules to transfer data into the GL are
Payables Import to General Ledger
Create Journal Entries (Fixed Assets)
PRC: Interface Revenue to General Ledger (Projects)
Interface Receivables to General Ledger
Main GL tables
When the user has completed a balance journal entry or the import process completes with no errors, the entries can be posted. The posting is a concurrent process submitted by the post form. When the entry is posted, the data is copied from the base tables into a temporary table called GL_POSTING_INTERIM. Here the program will use the information to group all lines with the same Currency, Code Combination, Set of Books, and Period to be used to update GL_BALANCES. The balances table will be updated with the debits and credits. The batches, headers and lines tables will also be updated for posting status. When the post is complete, the posting interim table is cleared.
Balances that require translation into one currency for reporting and/or consolidation purposes must run the translation process. This process requires that there be a period rate entered for set of books functional currency to the translation currency, i.e. EUR to USD. This rate is entered manually using the period rates form for each set of books. The user will then submit a process using the translation form to translate the balances to the new currency. The process will perform the following query to determine the balances available for translation.
SELECT DISTINCT CC.SEGMENT1
FROM GL_CODE_COMBINATIONS CC, GL_BALANCES GBAL
WHERE GBAL.CODE_COMBINATION_ID = CC.CODE_COMBINATION_ID
AND GBAL.ACTUAL_FLAG = (user entered)
AND GBAL.SET_OF_BOOKS_ID = (from the set of books assigned to that responsibility)
AND GBAL.PERIOD_NAME = (user entered)
AND GBAL.CURRENCY_CODE = (functional currency for the set of books)
AND GBAL.TEMPLATE_ID IS NULL
AND CC.DETAIL_POSTING_ALLOWED_FLAG = 'Y'
WHERE BAL_SEG_VALUE = :bal_seg_value
AND TARGET_CURRENCY = (user entered)
AND SET_OF_BOOKS_ID = (from the set of books assigned to that responsibility)
AND AVERAGE_TRANSLATION_FLAG = 'N'
AND ACTUAL_FLAG = 'A'
The process will also retrieve the historical rates for equity accounts from the GL_HISTORICAL_RATES table for the prior period and insert new records based on a profile option set for the module (Year to Date or Period To Date).
The process will then insert into a temporary table all of the balances to be translated called the GL_TRANSLATION_INTERIM. From here the process will translate the balances and insert those records into the GL_XLATE_POSTING_INTERIM table. Last the data will be inserted into or updated in the GL_BALANCES table.