An Oracle White Paper March Financials Cloud and Planning and Budgeting Cloud Service

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An Oracle White Paper March 2015 Financials Cloud and Planning and Budgeting Cloud Service Table of Contents Introduction... 2 Transfer General Ledger Balances to Planning... 3 Process Description... 3
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An Oracle White Paper March 2015 Financials Cloud and Planning and Budgeting Cloud Service Table of Contents Introduction... 2 Transfer General Ledger Balances to Planning... 3 Process Description... 3 Save a General Ledger Trial Balance Report... 4 Register General Ledger as a Source System... 8 Create an Import Format Create a Location Create a Period Mapping Create a Category Mappings Create a Data Load Rule Create a Data Load Mapping Transfer from General Ledger View Transfer Results Transfer Planning Budgets to General Ledger Process Description Gather General Ledger Information Create a Target Application for General Ledger Update the Application Options Create an Import Format Create a Location Create a Period Mapping Create a Data Load Rule Create a Data Load Mapping Transfer to General Ledger View Transfer Status View Transfer Results... 60 Introduction This white paper describes how to use Oracle Financials Cloud Service with Oracle Hyperion Planning and Budgeting Cloud Service. Using Oracle Financials Cloud plus Oracle Hyperion Planning and Budgeting Cloud Service facilitates sharing and reusing actual balances and budget information to reduce the cost of ownership and to ensure financial results are reliable for audits. Throughout this document: General Ledger refers to the General Ledger capabilities within Oracle Financials Cloud. Planning refers to Oracle Hyperion Planning and Budgeting Cloud Service. You can transfer actual balances from General Ledger to Planning. You can also transfer budget amounts from Planning to General Ledger. This white paper describes how the General Ledger and Planning Cloud offerings work together. It does not apply to the on-premises offerings for these applications. For information on using the on-premise versions of General Ledger with Planning see the white paper Oracle Financials Cloud and Hyperion Performance Management Applications. 2 Transfer General Ledger Balances to Planning You can transfer account balances from General Ledger to Planning. The balances can be used as inputs for budgeting. Process Description The following diagram provides details for the configuration of the transfer process from General Ledger to Planning. Transfer General Ledger Balances to Planning Submit a General Ledger trial balance report Register General Ledger in Planning Map General Ledger attributes to Planning dimensions Map General Ledger values to Planning dimension members Transfer General Ledger balances to Planning Figure 1 Summary of transfer from General Ledger process This process starts after a Planning application has been created. First, register General Ledger as a source system in Planning to indicate that Planning receives information from General Ledger. Next, map General Ledger attributes, such as chart of accounts segments and balance amounts to Planning dimensions. A Planning import format is used. Once the mapping is complete, create maps from General Ledger attributes to Planning dimensions. Planning data load rules and data load mappings are used for this purpose. To complete the transfer, submit a trial balance report to gather the balances that are transferred to Planning. Then execute a Planning data load rule to complete the process. 3 Save a General Ledger Trial Balance Report The General Ledger Trial Balance Report provides descriptions of the information that are sent to Planning. This information is used to map General Ledger to Planning. Submit the Trial Balance Report process to create, and then save, a comma separated file (CSV) which is later used to map from General Ledger to Planning. Navigation: Log into General Ledger Toolbar Navigator Scheduled Processes Select Scheduled Processes. Figure 2 Navigate to scheduled processes to submit a trial balance report. After the Scheduled Processes page opens, you can select the Schedule New Process button to select the Trial Balance Report process. Select schedule new process. Figure 3 Schedule the Trial Balance Report. 4 After you select the Schedule New Process button a window appears that allows you to select the process name. Use the Name option to search for Trial Balance Report. Figure 4 Search for the Trial Balance Report process. Select the OK button and the Process Details page opens to allows you to specify the ledger, period, and chart of accounts information for the report. Determine how much detail you would like to send from General Ledger. If you would like to send balances broken out by complete account combinations, you use the Account option for Summarize By. Often, you only need to map a chart of accounts segment to the entity Planning dimension. In this case, use the value Natural Account and Additional Segment option for the Summarize By parameter. For the additional segment, select the segment you would like to map to entity in Planning. This is typically a segment such as company or department. Select the option that matches to the detail you want to transfer. Figure 5 Complete the Trial Balance Report options. Select the segment you would like to map to the Planning entity. 5 Field Data Access Set Ledger or Ledger Set Ledger Currency Balance Type Accounting Period Amount Type Balancing Segment Summarize By Additional Segment Value Select the name of the data access set of the ledger which has the balances that are to be transferred to Planning. Select the name of the ledger that has the balances that are to be transferred to Planning. What if you want to transfer balances from multiple ledgers? If they share the same chart of accounts, and you want to map the same chart of accounts segments to Planning, you can use the same trial balance report for the mapping. If the chart of accounts is different or if you need to map different chart of accounts segments to Planning, submit a trial balance report for each ledger. Select the currency of the ledger. Select Actual. Select an accounting period that has balances. Select PTD Period to date balance type. For mapping purposes, a filter is not necessary. Typically, the option Natural Account and Additional Segment is used so you can map the additional segment to the Planning entity. If you would like to map all segments from General Ledger to Planning for the transfer to Planning, you can select Account. This provides values for the entire account combination. If you are mapping an additional segment, select the chart of accounts segment that can be mapped to the Planning entity. Otherwise, this can be left blank. Before submitting the report, set the output format to CSV. To do this, first select the Advanced button from the process details window. Select Advanced to access the output options. Figure 6 Select the Trial Balance Report advanced options. 6 The page refreshes to display four tabs. Select the second tab, Output and then the add icon to add an output format. The Name and Layout are unimportant for this configuration. Select CSV from the choice list for the Format. First, select the Output tab. Next, select CSV for the format. Figure 7 Update the Trial Balance Report output format to CSV. Select Submit. The process ID is displayed. Select Close from the process details window. You are returned to the Scheduled Processes page. You can select the refresh icon to view the process status. Select the submit button to start the process. You can use the refresh icon to update the status so that you know when it completes. Once the process status is Succeeded, you can select the Status link to access the report information. Select the Status link to open the process. Figure 8 View the Trial Balance Report completion status. 7 The page refreshes to display the details. Select the Output Name link. In this example, the name is GLTRBAL Document1. The actual output name may vary based upon your configuration. You are prompted to save the file. Save it to a location such as your desktop. Later, you need to upload this file to Planning. Select the Output Name link to save the trial balance file. Figure 9 Save the Trial Balance report results. Register General Ledger as a Source System You must register General Ledger as a source system in Planning to complete the mapping configurations and execute the transfer of balances. Log in as a user who has the access to data management features. Navigation: Log into the Planning and Budgeting Cloud Service Workspace Navigate (from toolbar) Data Management Setup (tab) Register Source System 8 First, select the Data Management tab. Next, select source system to register General Ledger. Figure 10 Navigate to source system to register General Ledger. Once the page opens, select the Add icon to register General Ledger as a source system. Select the Add link to add General Ledger as a source system. Figure 11 Add the General Ledger as a source system. The lower region refreshes to display the detail options. Use this region to register the source system. Complete the information as specified in the table below this diagram. Figure 12 Complete source system details for General Ledger. 9 Field Source System Name Description Source System Type ODI Context Drill Through URL Value Enter the name you want to use for General Ledger, such as General-Ledger or Fusion-Financials. Important: Make sure that there are no spaces or underscores (_) in the name. Enter a description that helps you identify the General Ledger application. This is a free text field. Select the value File from the choice list. Enter the value GLOBAL. Leave this blank. Drill through is not supported. Select Save to save the registration. Configure the Source Connection The source connection configuration is used to store the General Ledger username and password. It also stores the WSDL connection for the same. Navigation: From the Source System Summary with the General Ledger source system selected Select the Configure Source Connection button. Select the Configure Source Connection button. Figure 13 Navigate to General Ledger connection configuration. 10 The page refreshes to display the Configure Source Connection window. Enter a General Ledger username and password. Enter the ErpIntegrationService WSDL URL for your instance. Figure 14 Complete the General ledger connection configuration. Field User Name Value Enter the name of the General Ledger user who launches the process requests to send information between Planning and General Ledger. This user must have an assigned General Ledger job role such as Financial Analyst, General Accountant, or General Accounting Manager. Password Fusion WSDL URL Provide the password for the user selected in the User Name field. Use this format: Error! Hyperlink reference not valid. Substituting the information from your particular instance for the POD and DATA-CENTER with your actual pod and data-center. Select Configure to save the settings. Create an Import Format The import format defines how the information is mapped from General Ledger to Planning. As part of the import format, you map column headings from the General Ledger Trial Balance Report to the Planning dimensions. Navigation: Log into Planning Navigate (from toolbar) Data Management (tab) Setup (tab) Integration Setup Import Format From the Import Format Summary page, select the Add icon. 11 Select the Add icon to create a new import format. Figure 15 Add an import format for the transfer from General Ledger. The page refreshes to allow you to enter values for the import format in the details region. Complete this section as follows. This is an interactive page and refreshes to display the labels shown below as you complete the fields. Figure 16 Complete the import format details. Field Name Source Type Source File Type Drill URL Description Target Type Value Use a name that allows you to identify the import format when you assign it to the location. The location is used to execute the transfer; and is covered later in this document. Select ERP for Enterprise Resource Planning, since General Ledger is part of ERP. Select the name of the source system such as General-Ledger that is used for the transfer. Delimited. This field should be left blank. Drill functionality is not supported. This field is optional. It can be used to identify the import format. Leave the default value of EPM. 12 Field Target File Delimiter Value Enter the name of the Planning application that will use the General Ledger balances. This name was determined as part of the wizard to create the Planning application. Select Comma. Commas are used to separate the fields on the Oracle Financials Cloud Trial Balance Report. Select Save. The page refreshes to show the Mappings region. This region is used to map the fields from the Trial Balance Report to Planning dimensions. Select the Build Format button to begin mapping from General Ledger to Planning. Figure 17 Select Build Format to map the Trial balance Report to Planning. The Select file to Load window opens. Typically, the CSV file is uploaded to the inbox directory. Select the inbox main directory to open the inbox subdirectory. Select the inbox subdirectory as the location for the General Ledger trial balance report CSV file. Figure 18 Select a directory for the Trial Balance Report file. 13 The page refreshes to show Select File to Load. Select the Upload button. Select the Upload button to browse for the General Ledger trial balance report file. Figure 19 Begin the upload of the trial balance report file. The page refreshes to allow you to browse for the file you saved in the Save a General Ledger Trial Balance step. Find the General Ledger trial balance report CSV file. Figure 20 Browse for the trial balance report. Select the file you saved with the trial balance information in CSV format. The name as depicted is just an example. The file name is created when you initially saved the General Ledger Trial Balance Report. Select OK from the window to begin the build format. The page refreshes to display the available information from the file. Select the names of the columns that hold the information you would like to transfer. 14 Select the column names to create the build format. Figure 21 Select the Trial Balance Report fields to build the Import Format. The top row of the file, which contains values such as DATA_ACCESS_SET_NAME, holds the names of the columns in the report. These are used to complete the mapping. The results section of the report is not used for this step. Select the names of the fields that hold values you would like to transfer to Planning. At a minimum, the fields for amount, entity (which often maps to the chart of accounts company or department), and account must be mapped. Additional fields can be mapped as needed to meet your Planning requirements. Typically, a single import format is used. That said, the import format specifies how to map segments from the chart of accounts. Create more than one import if you have multiple charts of accounts structures in General Ledger, and you need to map them differently based upon Planning requirements. It is likely that there are fields that are used by General Ledger, such as DATA_ACCESS_SET_NAME, which are not relevant in Planning. Only those columns required by Planning need to be mapped. 15 To map a column, highlight it with the cursor. Then select the Assign Dimension button. Next, select Assign Dimension to map the highlighted field. Highlight the field you are mapping. Figure 22 Assign the Trial Balance Report fields to Planning dimensions. This opens the Enter Dimension Mapping Details dialog box. In this example, the ledger currency parameter is mapped to the currency Planning dimension. Based upon the column position in trial balance report. Figure 23 Complete dimension mapping details. Field Source Dimension Name Value If you set the Assign selected text as Source Dimension Name option to Yes the name automatically populates from the Trial Balance Report. Otherwise, you can either leave it blank or put in a descriptive value as desired. 16 Field Select Target Dimension (known as Target on the Import Format page) Selection Field Number (known as Field Number on the Import Format page) Value This value appears when you are reviewing the transfer results. As a best practice, use a name that is readily understood when reviewing transfer results. This maps the General Ledger column to the Planning target dimension. For example, the Acct dimension from the General Ledger Trial Balance can be mapped to the Planning dimension Account. This populates automatically, based upon the position of the field in the General Ledger trial balance. It shouldn t be necessary to update this field. There are additional fields such as Expression that are not needed here. Repeat this process until all the fields that are to be mapped from General Ledger to Planning have an assigned dimension in Planning. The fields that are typically mapped are as follows. The actual field numbers may vary. Use your particular Trial Balance Report as the final authority for determining the source columns and field numbers. General Ledger Field Field Number Planning Dimension Known as: Source column on the Import Format page. Natural Account NATURAL_ACCT_SEGMENT_VALUE Natural Account Description ACCT_DESC Currency P_CURRENCY_TYPE Amount END_BALANCE Additional Segment ADDITIONAL_SEGMENT_VALUE From the example report (actual values may be different). 28 Account Known as: Target on the Import Format page. 26 Description 1 6 Currency 33 Amount 23 Entity After the build format is complete, select OK. You are returned to the Import Format page. The mappings now display in the lower region of the page. 17 In this example, the source column names were updated to facilitate understanding of the transfer results. The source column name is for display purposes only. You can use any names that you would like. These names appear on the Planning data load workbench, which is used to review the transfer results. Os, select save to complete the import format. Figure 24 Review the Import Format Mappings. Create a Location The location is used to execute the transfer of General Ledger balances to Planning. The import format is assigned to the location. If you are using multiple import formats, you need to define multiple locations. Navigation: Planning and Budgeting Cloud Service Workspace Navigate (from toolbar) Data Management (tab) Setup (tab) Integration Setup Location When you first navigate to the location page, you see a summary of previously created locations. Select the Add icon to create a new location for the transfer from General Ledger. 18 Select the Add icon to create a location for the General Ledger to Planning transfer. Figure 25 Add a location for the transfer from General Ledger. The lower region of the page refreshes to allow you to enter details for the location. Figure 26 Complete Location Details for the transfer from General Ledger. Field Name Import Format Source Accounting Entity Value Provide a name for the location. Use a name that you can easily identify in later configurations. This is displayed when you initiate the transfer from General Ledger to Planning. Select the name of the import format that you created for the transfer from General Ledger to Planning. Select the source that you defined. In this example, it is General Ledger. This can be left blank. The mapping of entity is via the import format. 19 Functional Currency Target This can be left blank. The mapping of the currency is via the import format. This is the target application which receives the General Ledger results. It is name of the Planning application that you created using the Planning wizard. It automatically displays. No data entry is needed. It is not necessary to populate the other fields such as the Parent Location, Data Value, or the Check Group fields. Save the location. Create a Period Mapping A period mapping is used to map General Ledger periods to Planning. Map the planning periods which re
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