15 Generate the FEC Statutory Accounting File (Release A9.3 Update)

This chapter contains the following topics:

15.1 About the FEC Statutory Accounting File

You must generate an electronic file that includes all of your accounting transactions in sequential order for each reporting period. You generate the FEC (Fichier d'Ecritures Comptables) audit file as a supplemental file. You must still generate other required files and reports.

The FEC statutory accounting file must contain the detail of all accounting entries in the French GAAP, numbered in chronological and sequential order by validation date, including beginning of year journals. The file must not have gaps in the numbering. The audit file can be unique for a fiscal year or can be generated by month, quarter, or semester. You can generate the FEC file for the period that fits your needs, but you must generate the files for all accounting transactions for each year.

The FEC file includes these three sections:

  1. First line.

    The first line of the file is a list of the field names in the file, separated by a delimiter.

  2. Opening balances.

    The opening balances section lists information about the opening balance for each account.

  3. Sequential listing of accounts and balances.

    The sequential listing includes information such as the journal entry code, the accounting date, the account number, and the account balance.

The system sorts the records in the FEC file output based on how the posting offset method is set up in your system and whether you choose to generate sequential numbers for your Account Ledger (F0911) records.

15.1.1 Process to Generate the FEC File

To generate the FEC Statutory Accounting File:

  1. Set up distribution lists and templates.

    You perform this task once only, unless you want to modify the distribution list.

  2. Set up the sequence type.

    You perform this task once only. After you run the program to generate the sequence numbers, you cannot change the sequence type.

  3. Create beginning balances in an alternate ledger type.

    You perform this task once for each year for which you generate the FEC file output.

  4. Generate the legal sequence for each journal entry document.

    You retain the sequenced files for each year. You can run the process multiple times if necessary.

  5. Extract the FEC file.

15.2 Set Up Distribution Lists and Templates

Before you generate the FEC file, you must set up the users who will work with the programs, the distribution lists, and the templates used by the process. The setup includes these tasks:

  • Set up the email information for the address book record of the user who will access the files.

  • Create the distribution profile for the email address.

  • Create transformation templates.

  • Define batch export parameters.

15.2.1 Set Up Address Book Records

In the address book record of the users who will work with the BI Publisher reports, complete this setup:

  1. In the Who's Who record, enter the Mailing Name of the user.

    You access the Who's Who record using option 5 (Who) on the Address Book Revision screen.

    Figure 15-1 Who's Who screen

    Description of Figure 15-1 follows
    Description of "Figure 15-1 Who's Who screen"

  2. Set up the Email/URL record for the Who's Who record.

    You access the Email/URL record using option 6 (Email/URL) on the Who's Who screen.

    Figure 15-2 Email/URL Selection screen

    Description of Figure 15-2 follows
    Description of "Figure 15-2 Email/URL Selection screen"

  3. On the Email/URL Selection screen, use option 2 (Update) for the selection that you want to update, then enter the email or URL for the employee and click OK.

    Figure 15-3 Email/URL Revision screen

    Description of Figure 15-3 follows
    Description of "Figure 15-3 Email/URL Revision screen"

15.2.2 Create Distribution Profile

To create the distribution profile:

  1. From the Electronic Document Delivery menu (G00E), choose option 3 (Distribution Profiles).

  2. On the Distribution Profiles screen, enter 2 to update a selection, or enter 3 to copy an existing profile to create a new distribution list. If you are creating a new list, enter the new distribution profile name.

    Figure 15-4 Distribution Profile Copy screen

    Description of Figure 15-4 follows
    Description of "Figure 15-4 Distribution Profile Copy screen"

  3. On the Distribution Profile screen, enter 2 (Update) for the distribution profile you want to work with.

  4. On the Distribution Profile Maint. screen, enter the description of the profile and complete fields as necessary and save your changes.

    Figure 15-5 Distribution Profile Maint. screen

    Description of Figure 15-5 follows
    Description of "Figure 15-5 Distribution Profile Maint. screen"

    Note: Use the same name here as you will use for the transformation templates. For example, if you name the distribution profile FEC, then name both of the transformation templates FEC.

    See Section 15.2.3, "Set Up Transformation Templates"

  5. On the Distribution Profile Maint. screen, press F10 (Dist. Profile Detail) to access the Distribution Profile Detail screen.

  6. On the Distribution Profile Detail screen, add the users to the distribution list and save your changes.

    Figure 15-6 Distribution Detail Profile screen

    Description of Figure 15-6 follows
    Description of "Figure 15-6 Distribution Detail Profile screen"

15.2.3 Set Up Transformation Templates

You must set up two transformation templates to work with the French FEC Audit files. You set up a Type 1 template to transform the generated XML file to an XML file format required by the French government. The Type 1 template converts the XML file using the Extensible Stylesheet Language (XSL) template. You set up a Type 2 template to convert the XML file generated by the Type 1 template to a non-XML format such as PDF or .rtf. The template Type 1 and Type 2 that you set up must have the same name.

Note:

Before you set up the transformation templates, verify that these required files were downloaded and exist in the IFS directory of each user who will use the French FEC Audit process:
  • France1.xsl

  • TP74F210TEA1.rtf

You must set up the transformation templates using the names of these provided files.

To set up the Type 1 transformation template:

  1. From the Electronic Document Delivery menu (G00E), choose 5. Transformation Templates.

  2. On the Transformation Templates screen, enter 2 for a selection to update an existing template, or enter 3 to copy from an existing template to create a new template.

    Figure 15-7 Transformation Template Maint. screen (Type 1 Template)

    Description of Figure 15-7 follows
    Description of "Figure 15-7 Transformation Template Maint. screen (Type 1 Template)"

  3. On the Transformation Template Maint screen:

    • Enter 1 for the Template Type.

    • In the Template File field, enter the name of the XSL template that you use to transform the original XML output file to the formatted XML. For the French FEC Audit process, you must enter France1.xsl.

    • Enter values for the Template Path and the Output Path fields.

    • In the Output File field, enter the name that you want to assign to the formatted XML file. You must assign a file name with the extension of .xml.

    • Save your record.

To set up the Type 2 transformation template:

  1. From the Electronic Document Delivery menu (G00E), choose 5. Transformation Templates.

  2. On the Transformation Templates screen, enter 2 for a selection to update an existing template, or enter 3 to copy from an existing template to create a new template. For example, you can copy the type 1 template that you created.

    Figure 15-8 Transformation Template Maint. screen (Type 2 Template)

    Description of Figure 15-8 follows
    Description of "Figure 15-8 Transformation Template Maint. screen (Type 2 Template)"

  3. On the Transformation Template Maint screen:

    • In the Template Name field, enter the same name as you used in the Type 1 template.

    • In the Template Type field, enter 2.

    • In the Template File field, enter the name of the template that you use to transform the formatted XML output file to another file type. For the French FEC Audit process, you must enter TP74F210TEA1.rtf.

    • Enter values for the Template Path and the Output Path fields.

    • In the Output File field, enter the name that you want to assign to the file. The French Government requires that you use a specific naming convention for the file which is SirenFECAAAAMMJJ where Siren is the French Legal Number of the Legal Entity, AAAAMMJJ is the closing date of FY. The file extension can be either .txt or .rtf.

    • Save your record.

15.2.4 Set Up Spooled File Export Parameters

Before you run the FEC Extractor program (P74F0907), you must set up the file export parameters. Generally, you perform this setup once, unless you want to change the location of the file.

By defining the Batch Export Parameters, you engage the Distribution Profile and the Transformation Templates that you set up for the French FEC Audit process to obtain the automatic .txt generation. To set up the batch export parameters, you access a World Writer version of the program P74F0907W. Access menu G82, inquire under any basic operation, and once in this video, change the group to Q74FR. Then complete the following steps.

To set up the spooled file export parameters:

  1. From World Writer (G82), navigate to the P74F0907W program.

  2. Access the Additional Parameters screen.

  3. Press F6 on the Additional Parameters screen to access the Spooled File Export Parms screen.

    Figure 15-9 Spooled File Export Parms screen

    Description of Figure 15-9 follows
    Description of "Figure 15-9 Spooled File Export Parms screen"

  4. On Spooled File Export Parms, complete the following fields in the Export section:

    • Import Export File

      You must use FR as the first two characters and then the initials of the user executing the job. , in this example, it is LR. An email will be sent during the process to the listed parties on the distribution list that shows this extension.

    • IFS Path

    • Enabled Y/N

      You must enter Y in this field.

  5. Complete the following fields in the Distribution section:

    • Enabled Y/N

      You must enter Y in this field.

    • Distribution Profile

      Enter the name of the distribution profile that you set up for the French FEC Audit file.

    • Transformation Template

      Enter the name of the transformation templates for the French FEC Audit file.

  6. Complete other fields as desired and save your changes.

15.3 Set Up Company Sequence Type

Navigation

From French Accounting Report (G74F0911), choose Company Sequence Type

Figure 15-10 Company Sequence Type screen

Description of Figure 15-10 follows
Description of "Figure 15-10 Company Sequence Type screen"

You use the Company Sequence Type program (P74F0903) to assign the sorting method (sequence type) for the accounts of each company/fiscal year combination. You assign a value from the 74F/ST UDC table to specify how to sort transactions.

You can sort transactions by using these methods:

  • G/L date, then batch type

    Select the DT code from UDC 74F/ST to sort transactions by GL date, then by batch type, then batch number, then document number. The system assigns the sequential numbering by document number. If more than one record has the same document number, such as the credit and debit entries for a transaction, then all entries for the document number are assigned the same sequential number. The FEC Extractor program (P74F0907) produces the FEC file using the assigned sequential number to sort the transactions in the FEC file. When you use this method, only one numbering series is used for the entire file.

  • Batch type, then GL date

    Select the BT code from UDC 74F/ST to sort transactions by batch type, then GL date, then batch number, then document number. The system assigns the sequential numbering by document numbers within a batch, and each entry for a document number (such as debits and credit lines) is assigned the same sequential number. For example, if you have batch types of G, IB, and V, the system groups all batches with batch type G, sorts the batches by GL date, sorts the document numbers within the batch, and then assigns sequential numbers to the entries for each document number by each batch type. When you use this method, each batch type will have a different numbering series.

  • Batch type, then batch number

    Select the IT code from UDC 74F/ST to sort transaction by batch type, then batch number, then document number. The system assigns the sequential numbering by document numbers within a batch, and each entry for a document number (such as debits and credit lines) is assigned the same sequential number. When you use this method, the system does not consider the GL date of the transactions. Oracle recommends that you use this option if you use posting offset method B.

Note:

The posting offset method used in your JD Edwards World system also affects how the system assigns sequential numbers.

See Section 15.5.1, "What You Should Know About Offset Methods and Sequential Numbering".

The UDC table 74F/ST stores the sequence types that you can use. The system saves the combinations that you set up to the Sequence Type by Co-Fiscal Year file (F74F0903). The system uses the sequencing that you set up when you run the Sequence Number Generation program (P74F0906) to sequence the records.

Important:

After you run the Sequence Number Generation program (P74F0906) in final mode to assign a sequence number to transactions, you cannot change the sequence type. All subsequent periods in the same fiscal year will use the same sequence type as the initial generation of sequence numbers. If you set up a company for multiple years, all years must use the same method.

From the Company Sequence Type program, you can also access programs that enable you to:

  • View the last period processed for each company/fiscal year.

    You can view the batch type, period number, date processed, and total amounts of debits and credits, and can print the information that you view. However, you cannot modify or delete the information.

    Figure 15-11 FEC-Sequence Type by Co-Fiscal screen

    Description of Figure 15-11 follows
    Description of "Figure 15-11 FEC-Sequence Type by Co-Fiscal screen"

  • View audit information, such as the workstation, user, and date of the last update.

15.4 Create Opening Balances in an Alternate Ledger Type

When you close a year, the system generates closing balances for your accounts. These closing balances become the beginning balances for the next year. The system creates the ending balances using the document type and ledger type that you have set up.

The FEC audit file process requires that you show the opening balances for a year in a document type and ledger type that is different from your regular ledger type. You can use the Specify Indexed Computations program (P09121) to re-create the closing balances in the new ledger type. You specify the ledger type that you use for the opening balances in a processing option of the FEC Extractor program (P74F0907). You access the Specify Indexed Computations program from menu G0923.

See "Work with Cost Allocations" in the JD Edwards World General Accounting II Guide.

15.5 Generate the Legal Sequence Number for Journal Entry Documents

Navigation

From French Accounting Audit Report (FEC) (G74F0911), choose one of these options:

5. Order by G/L Date

6. Order by Batch Type G/L Date

7. Order by Batch Type & Number

You run a version of the Sequential Number Generation Process program (P74F0906) to number journal entry documents to include in the FEC file. The JD Edwards World software for France provide three versions of the program on the French Accounting Audit Report (FEC) menu. You select a version based on which sequencing method you selected in the Company Sequence Type program, and set processing options to specify the fiscal year, period, and company for which to run the program.

You run the Sequential Number Generation program to sort account journal entries by the sequential number generated, then by the document number (DOC), then by the document type (DCT). You run the Sequential Number Generation Process program prior to running the FEC Extractor program. The system uses a concatenation of the batch type (ICUT) and the generated sequence number (REG#) for the number of the accounting entry (field 3: EcritureNum).

See Section 15.6, "Extract FEC Files"

The first journal entries that the system numbers are the opening balances for the period. When you run the Sequence Number Generation program, the system selects posted transactions from the F0911 table, and selects the opening balances records based on the ledger type for the opening balances that you specify in a processing option. In proof mode, the program generates a print report that lists the transactions as they will be sequenced when you run the program in final mode.

If you run version ZJDE0001 of the P74F0906 program to order transactions by G/L date (menu option 5 - Order by G/L Date), the system orders the transactions in this order before it assign a sequential number to the documents:

  • GL Date

  • Batch type

  • Batch number

  • F0911 document number

If you run version ZJDE0002 of the P74F0906 program to order transaction by batch type and GL date (menu option 6 - Order by Batch Type G/L Date), the system orders the transactions in this order before it assigns a sequential number to the documents:

  • Batch type

  • GL Date

  • Batch number

  • F0911 document number

If you run version ZJDE0003 of the P74F0906 program to order transaction by batch type and number (menu option 7 - Order by Batch Type & Number), the system orders the transactions in this order before it assigns a sequential number to the documents:

  • Batch type

  • Batch number

  • F0911 document number

The system assigns numbering for the period being processed beginning with the last number used in the previous sequential numbering process, plus 1. For example, if you generated sequential numbers for your transactions for the period ending March 31, 2014 and the last number assigned to a transaction was 2999, then the sequence number assigned to the opening balance for the period of April 1, 2014 through April 30, 2014 will be 3000. The opening balance is always the first record numbered.

When you run the program in final mode, the system:

  • Reads the setup records in the Sequence Type by Co-Fiscal Year file (F74F0903) to obtain the sequence type for the company/fiscal year combination.

  • Updates the F74F0903 table with the company/fiscal year information for the period being processed.

  • Writes a record to the Last Sequence Number by Fiscal Year /Batch Type file (F74F0906) to save the last number generated and the date processed.

    If you set up sequencing by batch type and batch number (code IT in UDC 74F/ST), the system saves the last sequence number for each batch type.

  • Updates the REG# field for each account in the Account Master file (F0911) with the sequential number generated for the period.

  • Generates a report with all records processed.

15.5.1 What You Should Know About Offset Methods and Sequential Numbering

The offset method that is set up in the JD Edwards World Accounts Payable system and the JD Edwards World Accounts Receivable systems affects how the Sequential Number Generation Process program generates and assigns sequential numbers.

Note:

You set up the offset method in the Accounts Payable Constants and Accounts Receivable Constants when you set up the JD Edwards World software. Oracle recommends that you do not change the constants after you begin using the JD Edwards World system.

The offset method in the Accounts Payable Constants and the Accounts Receivable Constants controls how the system generates the offset entry (document type AE) in the Account Ledger table (F0911) when you post transactions to the general ledger.

Your system could be set up with one of these offset methods:

  • D: The system creates an offset entry for each detail record.

    When you use this method, the system generates detailed accounting entries in chronological order and a debits-and-credits format, plus additional AE lines for discount entries.

  • Y: The system creates one offset for each transaction by account.

    When you use this method, the system creates an AE line for each document/account combination. The AE document number is the same as the original document.

  • S: The system creates one offset for each pay item by account.

    When you use this method, the system creates an AE line for each pay item/account combination. The AE document number is the same as the original document.

  • B: The system creates one offset entry for each batch of transactions by account.

    When you use this method, the system creates one or more AE lines for each batch/account combination. The AE document number is the same as the batch number.

This table describes how the offset method and the sequential numbering setup in the Company Sequence Type program affects how the sequential numbers are assigned to transactions:

Offset Method and Sequence Option How Sequence Number is Assigned Result
Offset method is S,Y, or D

Sequence option is G/L Date (code DT from UDC 74F/ST)

When you use this combination of offset method and sequence, the system uses one numbering series for all transactions and assigns the same sequence number to all credit and debit lines with the same document number. If your system is set up with offset method S, Y, or D, the system created automatic entries in the F0911 table by document or line.

When you run version ZJDE0001 of the Sequential Number Generation program (menu option 5 - Order by G/L Date), the program sorts the batches by GL date, then by batch type, then batch number, then document number. The program then assigns the same sequence number to all of the credit and debit entries for each document number within a batch. When you use offset method S or Y, and use the GL date sequence type, the system uses one numbering series for all records.

When you run the program in final mode, the system saves the assigned sequence number in the F0911 table, and saves the period, year, and last-used sequence number in the Last Sequence Number by Fiscal Year /Batch Type file (F74F0906). The next time that you run the program in final mode, the program will assign the next number in the sequence to the opening balances for the period, and will continue numbering the transactions for the period using the same sequential series. In other words, the program does not begin numbering for the next period with 1; it continues using the same numbering series.

Offset method is S, Y, or D

Sequence option is Batch (code BT from UDC 74F/ST)

When you use this combination of offset method and sequence, the system uses a different numbering series for each batch type and assigns the same sequence number to all credit and debit lines with the same document number in a batch. If your system is set up with offset method S, Y, or D, the system created automatic entries in the F0911 table by document or line.

When you run version ZJDE0002 of the Sequential Number Generation program (menu option 6 - Order by Batch Type G/L Date), the system sorts by batch type and then by GL date. This sequencing causes all of the transactions of a batch type to be in sequential order. When you use offset method S, Y, or D and use the batch sequence type, the system uses different numbering series for each batch type.

For example, the system would group all batches of type G by GL date, then would group all batches of type IR by GL date, and then all batches of type V by GL date. The system would then assign the same sequential number to the credit and debit lines for each document number within a batch. Each batch type will have a different numbering series. If you have 3 batch type, then the system uses three numbering sequences.

When you run the program in final mode, the system saves the assigned sequence number in the F0911 table, and saves the period, year, and last-used sequence number for each batch type in the Last Sequence Number by Fiscal Year /Batch Type file (F74F0906). The next time that you run the program in final mode, the program will assign the next number in the sequence for the batch type to the opening balances for the period, and will continue numbering the transactions for the period. In other words, the program does not begin numbering for the next period with 1; it continues using the same sequential series for each batch type.

Offset method is B

Sequence option is Batch type and number (code IT from UDC 74F/ST)

When you use this combination of offset method and sequence, the system uses one numbering series for all transactions and assigns the same sequence number to all lines within a batch. If your system is set up with offset method B, the system created one offset entry for each batch of transactions.

When you run the Sequential Number Generation program, the system sorts by batch type and then by GL date. This sequencing causes all of the transactions of a batch type to be in sequential order. When you use offset method B and use the batch sequence type, the system uses one numbering series for all transactions in the period. The system assigns the same sequential number to all journal entries in a batch, and uses one sequential numbering series for all transactions.

When you run the program in final mode, the system saves the assigned sequence number in the F0911 table, and saves the period, year, and last-used sequence number in the Last Sequence Number by Fiscal Year /Batch Type file (F74F0906). The next time that you run the program in final mode, the program will assign the next number in the sequence to the opening balances for the period, and will continue numbering the transactions for the period. In other words, the program does not begin numbering for the next period with 1; it continues using the same sequential series.

Any offset method and no sequence type setup The system does not assign a sequence number If you do not set up a sequence type in the Company Sequence Type program, you do not run the Sequence Number Generation program; you run only the FEC Extractor program. When you run only the FEC Extractor program, the program sorts records in this order:
  • Batch Type (ICUT)

  • GL Date (DGJ)

  • Batch Number

  • Document Company (KCO)

  • Document Number (DOC)

  • Document Type (DCT)

When you the FEC Extractor program without running the Sequence Number Generation program, the program uses a concatenation of the document number and the document type for the number of the accounting entry (field 3: EcritureNum).


15.5.2 Before You Begin

Before you begin the task in this section:

  • Verify that the sequence type is identified for each company/fiscal year combinations in your system, if you want to assign a sequence number to transactions.

    See Section 15.3, "Set Up Company Sequence Type"

  • Verify that the period for which you generate the sequential numbers is closed.

  • Verify that the opening balances for the period have been generated.

15.5.3 Processing Options - Sequence Number Generation (P74F0906)

See Section 33.7, "Sequence Number Generation (P74F0906) (Release A9.3 Update)"

15.6 Extract FEC Files

Navigation

From French Accounting Report (G74F0911), choose FEC Extractor.

You run the FEC Extractor program (P74F0907) to generate the FEC files after you run one of the versions of the Sequence Number Generation program (P74F0906) to sequence your records. The Sequence Number Generation program orders the transactions from the F0911 file differently based on the sequencing that you set up.

See Section 15.3, "Set Up Company Sequence Type"

The system sorts the F0911 records in this order:

  • Batch Type (ICUT)

  • GL Date (DGJ)

  • Batch Number

  • Document Company (KCO)

  • Document Number (DOC)

  • Document Type (DCT)

When you the FEC Extractor program without running the Sequence Number Generation program, the system uses a concatenation of the document number and the document type for the number of the accounting entry (field 3: EcritureNum).

If you run only the FEC Extractor program, you must verify that the file does not have any gaps in the sequential numbering of the entries in the file.