This chapter covers the following topics:
After creating and completing the accounting setup, perform additional setup steps in Oracle General Ledger to achieve processing efficiencies and add security to ledgers and reporting currencies.
Ledgers sets allow you to group multiple ledgers together to achieve processing efficiencies. For example, you can open or close periods for multiple ledgers simultaneously, translate balances for all ledgers in a ledger set, run recurring journals that update balances for multiple ledgers, or run consolidated financial reports that summarize balances across multiple ledgers in a ledger set.
All ledgers in a ledger set must share the same chart of accounts and accounting calendar/period type combination. They do not have to share the same currency. This allows you to group the primary or secondary ledgers with their associated reporting currencies to reduce maintenance efforts and streamline processing.
Note: Both the source ledger and its reporting currency (Journal and Subledger level) must have the same open periods to prevent problems during posting in General Ledger.
Tip: Use a ledger set to combine the source ledger with its reporting currencies (journal and subledger levels) to open and close periods across all ledgers simultaneously
Some of the General Ledger features that benefit from the use of ledger sets are as follows:
Translation and Revaluation: Translate balances and run revaluation across multiple ledgers in a ledger set.
Open and Close Periods: Open and close periods for multiple ledgers within a ledger set from a single operation.
Reporting: Submit standard reports and Financial Statement Generator (FSG) reports across multiple ledgers in a ledger set.
The added benefit of using ledger sets in FSG reports is to aggregate data and create summarized balances across multiple ledgers in a ledger set.
Inquiry: Perform online inquiry on account balances or journals across multiple ledgers in a ledger set from a single view; drill down to the journal details and subledger transaction for each ledger.
Note: Defining Ledger Sets
General Ledger Setup Flowchart, Oracle General Ledger User Guide
This section includes the following General Ledger security features:
Data access sets control which ledgers or ledger sets can be accessed by different General Ledger responsibilities. Data access sets also control read and write access to the ledger or portions of the ledger, such as its balancing segment values or management segment values.
All ledgers and ledger sets assigned to a data access set must share the same chart of accounts and accounting calendar/period type combination.
Assume there is a Shared accounting setup where multiple legal entities share the same primary ledger. Limit a user's access to a legal entity's data by creating a data access set that secures read and write access to specific balancing segment values or legal entities.
The following table describes balancing segment values that are assigned to each legal entity.
| Legal Entity | Balancing Segment Value Assignment |
|---|---|
| Vision Operations | 100 |
| Vision Services | 200 |
| Vision Health | 300, 400, 500 |
To ensure that the general ledger clerks for Vision Services do not view or enter data using the balancing segment values for the other legal entities, define a data access set that only provides read and write access to balancing segment value 200. Assigning this data access set to the Vision Services responsibilities prevents them from entering and viewing data outside of their legal entity.
When completing an accounting setup by clicking Complete, the General Ledger Accounting Setup Program is launched. This program automatically creates a data access set for each ledger and reporting currency (journal level or subledger level) assigned to that accounting setup.
The system-generated data access sets created for each ledger and reporting currency provide full read and write access to the ledger and all of its balancing segment values and management segment values.
If the level of access provided by the system generated data access set is sufficient, you do not need to manually create a data access set; use the one created by the system. You can immediately begin using that ledger or reporting currency for transaction processing by assigning the name of the system-generated data access set (that uses the same name as the ledger or reporting currency) to the following profile options:
GL Ledger Name
GL: Data Access Set
Note: Setting General Ledger Profile Options, Oracle General Ledger User Guide
Create your own data access sets to further control read and write access to ledgers, ledger sets, or specific balancing segment values or management segment values for a ledger or ledger set.
To associate a data access set to a responsibility, you must assign a data access set to the GL: Data Access Set profile option at the Site, Application, or Responsibility level.
The ledger assigned to the GL Ledger Name profile option automatically defaults to the GL: Data Access Set profile option. If you do not want to access more than one ledger in General Ledger or secure read and write access to the ledger's data, you do not have to create your own data access set and assign it to the GL: Data Access Set profile option. You only need to create your own data access sets if you want to further limit read and write access to ledgers, ledger sets, or specific balancing segment values or management segment values for a ledger or ledger set.
Regardless, if you define your own data access set or use the ones created by the system, you must assign one to the GL: Data Access Set profile option for General Ledger responsibilities to control the ledgers that General Ledger users can access.
Data access sets work with cross–validation rules and flexfield value security rules. If flexfield value security rules are defined that prevent certain responsibilities from accessing certain segment values, those rules are combined with data access set security.
Note: It is recommended that you use data access sets instead of flexfield value security rules to secure read and write access to balancing segment values and management segment values. Flexfield value security rules are still applicable for the other segments.
Note: Data Access Sets
Many organizations, especially those that have multiple legal entities represented in the same ledger, want to secure their definitions from unauthorized users. For example, many companies want to secure their Financial Statement Generator (FSG) reports or MassAllocation definitions to prevent unauthorized users from viewing, making changes, or using their definitions.
Definition access sets allow you to secure use, view, and modify privileges for specific General Ledger definitions.
Note: Any definitions not secured using definition access sets will be available to all users. You should not secure definitions that you want all users to access.
This section includes the following parts:
For each definition that you want secured, assign one or more of the following privileges as described in the following table.
| Privilege | Description | Example |
|---|---|---|
| Use | Enables a user to use a definition in a process or a report, such as using FSG report components to define a report and generating a recurring journal or Mass Allocation definition | If a user only has the Use privilege to a Mass Allocation definition and an FSG report, that user can generate that Mass Allocation and submit the report. The user cannot view or modify the definitions. |
| View | Enables a user to view a definition | If a user only has the View privilege to a MassAllocation definition and an FSG report, the user can only view the definitions. The user cannot change the definitions, such as changing the account assignments on the report, and is not able to generate the Mass Allocation or submit the report. |
| Modify | Enables a user to view and modify a definition | If a user has only the Modify privilege to a Mass Allocation definition and an FSG Report, the user can view and make changes to the definitions, but cannot generate the Mass Allocation or submit the report. |
Note: Defining Definition Access Sets
Users can assign one or more definition access sets to one or more responsibilities. If a user has multiple responsibilities assigned with multiple definition access sets that secure the same definition, the user obtains the aggregate effect of all the privileges for that definition.
Consider the following responsibilities described in the following table that are all assigned to the same user.
| Responsibility | Definition Access Set | Report Definition Secured | Privilege |
|---|---|---|---|
| GL Budget User | Report Viewers | FSG Balance Sheet | View |
| GL Report User | Report Users | FSG Balance Sheet | Use |
| GL Manager | Reporting All | FSG Balance Sheet | Modify |
Regardless of the responsibility the user signs in with, the user has Use, View, and Modify privileges to the Balance Sheet FSG report.
Even though definition access sets and data access sets are separate security features in General Ledger, there is a relationship between them.
The definition access set's Use privilege enables a user to use a definition in a process or report. This means the user can generate a Mass Allocation definition or submit an FSG report. However, the Use privilege alone does not guarantee that a journal is created from the MassAllocation or that there is output in the FSG report. This is where data access sets control read and write access to data contained in ledgers.
In order to successfully create a journal entry from the Mass Allocation definition, the user's responsibility must have both the Use privilege to the definition as well as read and write access to the ledger and the balancing segment value or management segment value of the journal produced.
In order to produce output for an FSG report, the user must have Use access to the FSG report definition, and he must have read access to the ledger and balancing segment value or management segment value contained in the report.