MD.050 Application Extensions Functional Design

Smart - Implementation of Oracle Applications R11.5.10 Financial Modules

Smart - Implementation of Oracle Applications R11i Financial Modules MD.050 Application Extension Functional DesignExpenditure Accounting System InterfaceAuthor: Sai Deep Chand GCreation Date:December 21, 2006Last Updated:February 24, 2007Version: 1.1Note: Title, Subject, Last Updated Date, Reference Number, and Version are marked by a Word Bookmark so that they can be easily reproduced in the header and footer of documents. When you change any of these values, be careful not to accidentally delete the bookmark. You can make bookmarks visible by selecting Tools->OptionsView and checking the Bookmarks option in the Show region.Approvals:

Ravi GulguleJaya Prakash Chintala

Submitted by:

Satyam Computer Services Limited

Enterprise Applications and Business Intelligence Solutions

Tel: +91-40-6316666, Fax: +91-40-6319990 - www.satyam.com

HYPERLINK http://www.satyam.com

Copy Number_____

Document Control

Change Record

3DateAuthorVersionChange Reference

21-Dec-06Sai Deep Chand GV1.0No Previous Document

24-Feb-07Sai Deep Chand GV1.1Update on certain validations

Reviewers

NamePosition

Swamy AMProject Lead

Ravi GulguleSatyam Project Manager

Distribution

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2 AI Project LibraryAir India, Finance Building, Mumbai

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Contents

2Document Control

Topical Essay4Basic Business Needs4Major Features4Business Rules6Process Flow8Definitions8User Procedures9Mapping Table (Rules)9Column Validation Rules11Assumptions11Test Script12Open and Closed Issues for this Deliverable13Open Issues13Closed Issues13

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Topical Essay

Expenditure Accounting System Interface is used to record the accounting effects/ recognition of expenses and their payments relating to Staff Claims and Staff receipts made in AIEAS (Air India Expenditure Accounting System. The Information is extracted from the AIEAS and interfaced to Oracle general Ledger in a summarized form on a monthly basis.

Note: Delivered Sales Interface is used to take the accounting effects/ recognition of revenue for all the Sales Orders that have already been shipped/ delivered to the Customer. The Accounting Information is extracted from the Bricks Retail System and interfaced to Oracle general Ledger in a summarized form. If you use a user-friendly name for this customization as the replacement for , the following paragraphs will default nicely.

This AIES Import program will used to load data from the flat file, generate by AIES (Legacy), into custom table and on the basis of mapping of AIEAS accounting code to Code Combinations in General Ledger, correct accounts to be debited and credited are identified. And then import the data from custom tables into GL Interface Table. Oracles standard SRS Program - Import Journals can then be used to create Journal Entry from the data in GL interface tables.Basic Business Needs

Expenditure Accounting System Interface provides you with the features you need to satisfy the following basic business needs. You will be able to address the following:

Recognize the amount of the Staff Claims and Staff receipts. Dr/ Cr the amount to correct Accounts on the basis of mapping accounts in AIEAS and Oracle General Ledger.

Major Features

Pick the required detailsExpenditure Accounting System Interface will pick the required details from the flat file received from AIEAS System. The description of the source file is detailed below:General Information:

1. Flat file is a text file.

2. The columns are separted by a Pipe

3. Columnar Details

AIEAS

Column PositionColumn TitleColumn Description

1StatusContains the default value NEW

2SOB_IDSet of Books ID for the records. The default value 1001 is given representing the SOB ID for Air India Ltd

3Transaction DateDate on which the transaction happened

4CurrencyCurrency shall always be INR

5Balance TypeA Actual

6Journal SourceAIEAS Air India Expenditure Accounting System

7Journal CategoryAIEAS Air India Expenditure Accounting System

8Company (Segment 1)01 (Default Value)

9Station (Segment 2)000 (Default Value)

10Department (Segment 3)000 (Default Value)

11Account (Segment 4)Various Account Values

12Sub-Account1 (Segment 5)00000 (Default Value)

13Sub-Account2 (Segment 6)000000 (Default Value)

14Future (Segment 7)00000 (Default Value)

15DR_CR Code1 Represents Credit

3 Represents Debit

16AmountAmount of the transaction

17Accounting DateDefault value would be the last day of the Month for which the file is generated

Business Rules

The AIES interface is run on a monthly basis

Custom Program shall be developed to read the data from the Flat file and generate accounting entries in a single run.

One batch shall be created for each run and all the journal entries are passed in General Ledger Module

The sum of debit and credit amounts should be equal for each batch. In case of difference, the file has to be rejected and the log file should mention the reason for rejection with the following detailsRejection ReasonDebit AmountCr Amount Difference

In case the program does not find the account mappings the data should not be populated into the GL_Interface table. The log file should show the distinct AI Codes where it did not find the Oracle Account Code (Segment 4) with the following message

Please update the Oracle Account Code for the following AI Codes in the FND_Lookup_Values table where the lookup_type is XXAI_ACCOUNT_MAPPING Import the journals with the option Create Summary Journals enabled

Document number will be generated for each journal entry.

All the amounts will be in Indian Currency. So, no currency conversions will be involved.

No calculation are made, only summarized data in transferred to General Ledger. All expenses incurred in a period are paid with in the same period; hence no accrual entries are transferred to General Ledger.

Since no validations in AIES can be done as to whether data is transferred or not to GL, users have to ensure that data once transferred is not transferred again. And in case any transactions are done in AIES after the data is transferred to GL, those entries have to be manually entered in GL of Oracle Application. Parameter will be passed while loading the data into the GL_INTERFACE TABLE

1. Period for which AIES data is loaded.

2. Set_of_books_id ( This parameter will not be visible to user)Transaction TypeSource of TransactionAccounting Entries

AIES PaymentsAIESVarious Expense A/c DrAdvance A/c Dr. To Bank A/c

AIES ReceiptsAIESBank A/c Dr.Various Expense A/c

Advance A/c

Process Flow

Definitions

GL_ Interface TablesThe GL_INTERFACE table is where Journal Import receives accounting data that you import from other systems. When Journal Import receives this data, it validates and converts your import data into journal entries within your General Ledger application.

User ProceduresRefer to the file User Procedures_GL Interface.Doc for details of how to run the interfaceMapping Table (Rules)

NOTES:

1. Atleast mention all the Required columns in the interface table below; add other columns depending on specific requirements. Information on required columns is available in Oracle user guide on interfaces.

2. Create a separate table for change in every oracle application table

3. Specify the full oracle application column name under column ORACLE APPLICATIONS - COLUMN NAME in the table below.

4. Specify the full table name.column name under column LEGACY SYSTEM TABLE NAME. COLUMN NAME in the column below.

5. Specify the following in the column DEFAULT / OTHER VALUES

a. Tranformation of values in a column

b. Default values in case of null

c. Master table name and column (reference), in case of foreign key reference.

Gl_INTERFACE TABLES.NoORACLE APPLICATIONS - COLUMN NAMECOLUMN MAPPING ( H = Header/ L = Line ) .Column NameDEFAULT / OTHER VALUES.

1. STATUSAIEAS.STATUS

2. SET _OF_BOOKS_IDParameter based on the Profile Option

3. ACCOUNTING_DATEAIEAS.ACCOUNTING_DATE

4. CURRENCY_CODEAIEAS.CURRENCY

5. DATE_CREATED SYSDATE

6. CREATED_BYUser_ID

7. ACTUAL_FLAGAIEAS.BALANCE TYPE

8. USER_JE_CATEGORY_NAMEAIEAS.JOURNAL CATEGORY

9. USER_JE_SOURCE_NAMEAIEAS.JOURNAL SOURCEAIES

10. CURRENCY_CONVERSION_DATENA

11. USER_ CURRENCY_CONVERSION_DATENA

12. CURRENCY_CONVERSION_RATENA

13. SEGMENT -1AIEAS.COMPANY

14. SEGMENT -2AIEAS.STATION

15. SEGMENT -3AIEAS.DEPARTMENT

16. SEGMENT -4AIEAS.ACCOUNT

17. SEGMENT -5AIEAS.SUB ACCOUNT1

18. SEGMENT -6AIEAS.SUB ACCOUNT2

19. SEGMENT -7AIEAS.FUTURE

20. ENTERED_DRAIEAS.AMOUNTIf the DR_CR Code = 3 then the value should be populated in this column

21. ENTERED_CRIf the DR_CR Code = 1then the amount should be populated in this column

22. ACCOUNTED_DRGL_INTERFACE.ENTERED_DR

23. ACCOUNTED_CRGL_INTERFACE.ENTERED_CR

24. REFERENCE 1 BATCH NAMEExpenditure Accounting System . Sysdate represents the date on which the program is run

25. REFERENCE 2 BATCH DESCExpense System

26. REFERENCE 4 JOURNAL ENTRY NAMEExpenditure Accounting System

27. REFERENCE 5 JOURNAL ENTRY DESCExpenditure Accounting System Sequence

28. REFERENCE 10 JOURNAL ENTRY LINE DESCBlank

Column Validation Rules

It is assumed that columns not covered under this heading do not have any validation.Numbering is continued from the section Business Rules.

Column Validation Rule 1: GL_INTERFACE.SEGMENT4 (Account)

The Oracle Account Code should be populated based on the mapping FND_LOOKUP titled XXAI_ACCOUNT_MAPPING from the FND_LOOKUP_VALUES.DESCRIPTION WHERE FND_LOOKUP_VALUES.CODE = AIEAS.ACCOUNTNote: Define specific business rules that the customization must provide. These rules can form the basis of a user acceptance test.

Assumptions

This design assumes that the following statements are true:

Since no validations in AIES can be done as to whether data is transferred or not to GL, it is assumed that users will ensure that the data once transferred is not transferred again.

It is assumed that all expenses incurred in a period are paid with in the same period; hence no accrual entries are transferred to General Ledger.

No additional calculations will be require, except for summarization of the journal entries Mapping of Account codes in AIES and Oracle Applications are maintained up-to-date. Else few journal entries because of wrong mapping or absence of mapping may create wrong journal entries or fail to create all journal entries. The text file is placed in the designated place in the Production Server before importTest ScriptRefer to the User Guide : User Procedurs_GL Interface.DocNote: Use this section to describe the technical approach, high-level algorithms, process flows, etc. Discuss possible solutions to technical challenges. The detailed designs for forms and programs will provide the details for the general overview presented here.Open and Closed Issues for this Deliverable

Note: Add open issues that you identify while writing or reviewing this document to the open issues section. As you resolve issues, move them to the closed issues section and keep the issue ID the same. Include an explanation of the resolution.

When this deliverable is complete, any open issues should be transferred to the project- or process-level Risk and Issue Log (PJM.CR.040) and managed using a project level Risk and Issue Form (PJM.CR.040). In addition, the open items should remain in the open issues section of this deliverable, but flagged in the resolution column as being transferred.

Open Issues

IDIssueResolutionResponsibilityTarget DateImpact Date

1

2

3

4

Closed Issues

IDIssueResolutionResponsibilityTarget DateImpact Date

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