Internal Trading Procedures

Overview

The Internal Trading process enables users to perform the following tasks:

• enter and submit internal cross charges to one or more charge centers within the same organization

• create encumbrance journals automatically for internal charge journals

• reserve and unreserve funds for internal charge entries using budgetary control

• view results of funds reservation

• approve or reject service lines within the cross charge with recommendations for modification

• create and post internal charge encumbrance and actual journals

• modify or resubmit service lines

Internal Trading features are detailed in the table below.

Internal Trading Features

Feature	Description
Maintain Charge Centers, Ranges, Authorizers, Originators, and Services	Accounting flexfield ranges constitute the charge centers. An authorizer is allocated to each accounting flexfield range to approve service lines for that charge center. Charge originators and service types are associated with each charge center.
Enter and Submit Cross Charges	When a cross charge is submitted for approval, if budgetary control and the Use Encumbrance setup option are enabled, funds are reserved.
Notification	When Workflow is enabled, Workflow notification informs authorizers of service lines requiring attention, and informs originators when a service line is approved or rejected. When Workflow is disabled, authorizers are alerted if there are service lines awaiting attention when the Cross Charge Receiver Authorization window is invoked. Originators can confirm if service lines have been approved or rejected in the Charge Summary window.
Internal Charge Approval or Rejection	When rejecting a service line, authorizers are required to enter a reason for the rejection and a suggested value that is acceptable.
Resubmit Service Line	Originators can modify and resubmit service lines rejected by authorizers. If Workflow is enabled, originators can modify and resubmit service lines rejected in creation or receiving. If the Use Encumbrance setup option is enabled, the funds reservation changes to reflect the changed amount of the service line.
Cancel Service Line	Originators can cancel service lines rejected by authorizers. If Workflow is enabled, originators can cancel service lines rejected in creation or receiving. If the Use Encumbrance setup option is enabled, funds are unreserved.
Authorization Time Limit	If a time limit is set for authorization, any service lines that have not been accepted or rejected within that time can be automatically accepted by running a concurrent program. If Workflow is enabled and there is no response to a request for approval notification within the defined time limit, the service line is automatically approved. If the Use Double Timeout setup option is enabled, the final approver is given an additional amount of time, as defined in the setup options, and is informed with a notification.

Prerequisites

• Ledgers must be defined.

  To define ledgers, see Defining Ledgers, Oracle General Ledger User's Guide.

• Setup options must be defined.

  To define setup options, see Setting Up Internal Trading Setup Options, Oracle Public Sector Financials (International) Implementation Guide.

• Charge centers, service types, and associated accounting ranges must be set up.

  To set up service types, see Setting Up Internal Trading Service Types, Oracle Public Sector Financials (International) Implementation Guide.

  To set up charge centers, see Defining Charge Centers, Oracle Public Sector Financials (International) Implementation Guide.

• Authorizers for the charge center must be defined.

  To define the account range for each authorizer, see Defining Charge Centers, Oracle Public Sector Financials (International) Implementation Guide.

• Originators for the charge center must be defined.

  To link accounting segments with originators, see Defining Charge Centers, Oracle Public Sector Financials (International) Implementation Guide.

Creating Internal Charge Entries Procedure

Creating an Internal Charge Header

To create an internal charge header, perform the following steps.

1. Navigate to the Enter Charges window as follows:

   OPSF(I) Internal Trading - Enter Cross Charges

2. In the Charge Name field, enter a unique internal charge name.

3. In the Charge Center field, select the charge center. Corresponding ledger name is displayed automatically.

4. In the GL Period field, select the accounting period for the internal charge from the list of values.

Creating Service Lines

To create service lines, perform the following steps.

1. Select the Main tab.

2. In the Num field, enter the service line number.

3. In the Service Description field, enter a description for the service line.

4. In the Service Type field, select the appropriate service type from the list of values.

5. In the Payment Type field, select either Payment or Charge from the drop-down list.

6. In the Amount field, enter a charge or payment amount.

7. Select the Creation tab.

8. In the Cost Center field, select the appropriate creation cost center for the internal cross charge from the list of values.

9. In the <configurable segment> field, if enabled, select the appropriate configurable accounting flexfield segment from the list of values.

   Note: The name of this field is defined when setting up internal trading. For information on setting up internal trading, see Setting Up Internal Trading Setup Options , Oracle Public Sector Financials (International) Implementation Guide.

   The creation account code is automatically generated in the Account field.

10. Select the Receiving tab.

11. In the Cost Center field, select the appropriate receiving cost center for the internal cross charge from the list of values.

12. In the <configurable segment> field, select the appropriate configurable accounting flexfield segment from the list of values.

    Note: The name of this field is defined when setting up internal trading. For information on setting up internal trading, see Setting Up Internal Trading Setup Options , Oracle Public Sector Financials (International) Implementation Guide.

    The receiving account code is automatically generated in the Account field.

Submitting Service Lines

1. When all service lines are entered, save or save and continue as follows:

   File - Save or Save and Proceed

2. Click Actions.

3. If the Use Encumbrance setup option is enabled, perform the following tasks:

   • Click Reserve Funds.

     The required funds are reserved.

   • Click Actions.

   • Click View Results.

     The Budgetary Control Transactions window appears. Details of the funds reservation are displayed.

   • Click Done.

   • Click Actions.

4. Click Submit for Approval.

5. To confirm the action, click OK.

   The new cross charge is submitted for approval.

   Note: If the Use Encumbrance setup option is selected, the General Ledger Create Journal routine creates encumbrance journals after the funds are reserved. If Workflow is enabled, the charge is sent for creation approval; otherwise, the charge is available to the authorizers in the Cross Charge Receiver Authorization window.

Enter Charges Window Description

Enter Charges Window Description, Header Region and Main Tab

Field Name	Description
Charge Center	originator’s charge center
Raised By	user's name as originator
Currency	cross charge currency
Status	internal cross charge status; not set until cross charge submitted
Service Status	service line status
Submit Date	date cross charge submitted

Enter Charges Window Description, Creation Tab

Field Name	Description
Num	service line number
Service Description	service line description
<configurable segment>	user-defined accounting flexfield segment; defaults to segment from charge originator’s user flexfield segments; field name defined in Setting Up Internal Trading Setup Options, Oracle Public Sector Financials (International) Implementation Guide; if not defined, segment taken from creation account
Account	automatically generated creation account flexfield
Account Description	accounting flexfield description

Enter Charges Window Description, Receiving Tab

Field Name	Description
Num	service line number
Service Description	service line description
Cost Center	service line accounting flexfield segment; defaults to segment from receiving account of selected service type; accounting flexfield created using this segment must fall within a valid range with an authorizer assigned to it
<configurable segment>	user-defined accounting flexfield segment; defaults to segment from receiving account of selected service type; accounting flexfield created using this segment must fall within a valid range with an authorizer assigned to it; prompt defined in Setting Up Internal Trading Setup Options Procedure, Oracle Public Sector Financials (International) Implementation Guide
Account	automatically generated receiving account flexfield
Account Description	accounting flexfield description

Actions Window Description

Actions Window Description

Field Name	Description
Reserve Funds	reserves funds in cross charge encumbrance journal
Unreserve Funds	removes cross charge funds reservation
View Results	displays results of funds reservation for service lines
Submit for Approval	submits cross charge for approval

Approving Service Lines Procedure

Note: This procedure is only valid if Workflow is disabled. If Workflow is enabled, the Cross Charge Receiver Authorization window is unavailable.

To approve an internal cross charge service line:

1. Navigate to the Cross Charge Receiver Authorization window as follows:

   OPSF(I) Internal Trading - Approve Cross Charges

2. In the Ledger Name field, select a ledger.

3. In the Authorize field, select Approve or Reject from the drop-down list.

4. If the service line is rejected, perform the following tasks:

   • In the Rejection Note field, enter the reason for rejection.

   • In the Suggested Amount field, enter a suggested amount.

   • Optionally, in the Suggested Receiving Account field, select an alternative receiving account flexfield from the list of values.

Cross Charge Receiver Authorization Window Description

Cross Charge Receiver Authorization Window Description

Field Name	Description
Ledger Name	ledger name
Select	if selected, marks service line as approved or rejected
Originator	originator who raised cross charge
Description	cross charge description as defined by originator
Receiving Acct	service line receiving account flexfield
Payment Type	service line payment type
Amount	service line credit or debit amount
Rejection Note	authorizer’s reason for rejecting service line
Suggested Amount	suggested amount for rejected service line
Suggested Receiving Account	suggested change to receiving account flexfield
Receiving Account Description	receiving account flexfield description
Suggested Receiving Account Description	suggested receiving account flexfield description
Charge Center	charge center against which cross charge raised

Viewing a Cross Charge Summary Procedure

To view a cross charge summary:

1. Navigate to the Find Cross Charges window as follows:

   OPSF(I) Internal Trading - Charge Summary

2. In the Query Level region, select the Header radio button.

3. Perform one or more of the following tasks:

   • In the Charge Name field, select the cross charge name.

   • In the Originator field, select the cross charge originator.

   • In the Currency field, select the currency used in the cross charge.

   • In the Ledger Name field, select the ledger.

   • In the Charge Status field, select the cross charge status.

4. Click Find.

   The Cross Charges Summary window appears.

5. To view information on the selected cross charge, click Open.

   The Enter Charges window appears.

Resubmitting Service Lines Procedure

To resubmit a rejected service line:

1. Navigate to the Find Cross Charges window as follows:

   OPSF(I) Internal Trading - Charge Summary

2. In the Ledger Name field, select a ledger.

3. In the Query Level region, select the Line radio button.

4. Perform one or more of the following tasks:

   • In the Service Status field, select the status of the individual service line from the list of values.

   • In the Service Name field, select the service type name from the list of values.

5. Click Find.

   The Services window appears.

   

6. Optionally, in the Amount field, enter a new amount for the service line.

7. Optionally, in the Receiving Account field, select a new receiving account from the list of values.

8. If encumbrance accounting is enabled, reserve funds as follows:

   Tools - Reserve Funds

   Note: This action changes the service line status to Reserved Not Submitted. If the original service line query searched for service lines with the status Rejected by Receiver, the selected service line disappears from the Services window as it no longer meets the query requirements. To retrieve the service line, perform a new query and select Reserved Not Submitted from the list of values in the Service Status field.

9. Resubmit the service line as follows:

   Tools - Resubmit

Canceling Service Lines Procedure

To cancel a rejected service line:

1. Navigate to the Find Cross Charges window as follows:

   OPSF(I) Internal Trading - Charge Summary

2. In the Query Level region, select the Line radio button.

3. Perform one or more of the following tasks:

   • In the Ledger Name field, select the ledger.

   • In the Service Status field, select the status of the individual service line from the list of values.

   • In the Service Name field, select the name of the service type from the list of values.

4. Click Find.

   The Services window appears.

5. Cancel the service line as follows:

   Tools - Cancel Services

   Note: This menu option is only enabled if the service line is rejected.

6. Click OK.

Tools Menu

The following table shows the options available on the Tools menu when viewing a cross charge summary or resubmitting rejected service lines.

Tools Menu Options

Menu Option	Description
View Services	opens Services window to display service lines within selected cross charge; available in Cross Charges Summary window
Cancel Services	cancels selected service line; available in Services window if selected service line has status Rejected by Receiver or Rejected in Creation
Approval History	displays approval history of selected cross charge or service line; available in Cross Charges Summary window and Services window
Reserve Funds	reserves funds for cross charge service line; available in Services window if encumbrancing enabled and rejected service line amount changed
Unreserve Funds	removes cross charge funds reservation; available in Services window if encumbrancing enabled and funds reserved for selected service line
Resubmit	resubmits service line; available in Services window; funds must be reserved before resubmission if encumbrancing enabled and rejected service line amount changed
View Results	displays results of funds reservation for service lines; available in Services window if encumbrancing enabled

Find Cross Charges Window Description

Find Cross Charges Window Description

Field Name	Description
Query Level	defines type of query; select Header to activate Charge Name, Originator, Currency, and Charge Status fields; select Line to activate Service Status and Service name fields; defaults to Header
Charge Name	cross charge name
Originator	cross charge originator
Currency	cross charge currency
Charge Status	cross charge status; only displayed and active when Header radio button selected
Service Status	cross charge service line status; only displayed and active when Line radio button selected
Service Name	service line name
Clear	clears all fields and resets defaults
Find	activates query

Cross Charges Summary Window Description

Cross Charges Summary Window Description

Field Name	Description
Charge Name	cross charge name
Period	accounting period
Originator	cross charge originator
Currency	cross charge currency
Status	cross charge status
Services	opens Services window
New	opens Enter Charges window to enter a new cross charge

Services Window Description

Services Window Description

Field Name	Description
Num	service line number
Ledger Name	ledger name
Service Name	service line name
Description	service line description
Payment Type	service line payment type
Status	service line status
Creation Account	service line creation account flexfield
Charge Name	name of cross charge containing service line
Originator	cross charge originator
Creation Account Description	creation account flexfield description
Receiving Account Description	receiving account flexfield description
Rejection Note	authorizer’s reason for rejecting service line; only displayed if rejected service line selected and Workflow disabled
Suggested Amount	new service line amount suggested by authorizer; only displayed if rejected service line selected and Workflow disabled
Suggested Receiving Account	new receiving account flexfield suggested by authorizer; only displayed if rejected service line selected and Workflow disabled