Oracle® Hyperion Financial Close Management

Administrator's Guide

E70652-02

October 2016

Oracle Hyperion Financial Close Management Administrator's Guide

E70652-02

Copyright © 2011, 2016, Oracle and/or its affiliates. All rights reserved.

Primary Author: EPM Information Development Team

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Contents

Documentation Accessibility

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1 About Financial Close Management

- Uses

- Using Close Manager

- Using Supplemental Data Manager

- Using Account Reconciliation Manager

- Prerequisites

- Setting User Preferences for the Time Zone

- Managing Reports

- Generating Predefined Reports

- Close Manager Predefined Reports

- Account Reconciliation Predefined Reports

- Managing Reports

- Managing Queries

- Creating Queries

- Editing Queries

- Duplicating Queries

- Deleting Queries

- Creating Report Templates

- Managing Report Groups

- Creating Report Groups

- Modifying Report Groups

- Duplicating Report Groups

- Deleting Report Groups

- Managing Report Definitions

- Creating Report Definitions

- Editing Report Definitions

- Duplicating Report Definitions

- Deleting Report Definitions

- Generating Reports

- Managing Jobs and Services

2 About Close Manager

- Close Manager Terms

- Process Overview

- Sample Task Flows

3 Setting Up Close Manager

- Starting the Application

- Setting Up the System

- Setting Up Users

- Assigning Security Roles

- Assigning Access Rights

- Managing System Settings in Close Manager

- Currencies

- Disabling Standard Currencies

- Creating Custom Currencies

- Editing Custom Currencies

- Deleting Custom Currencies

- Managing Global Integration Tokens

- Tokens

- Managing Organizational Units for Close Manager

- Adding Organizational Units

- Importing Organizational Units

- Selecting an Organizational Unit

- Managing Holiday Rules for Close Manager

- Creating Holiday Rules

- Importing Holiday Dates

- Editing Holiday Rules

- Deleting Holiday Rules

- Duplicating Holiday Rules

- Changing Configuration Settings

- Approver Levels

- Enabling Email Notifications

- Maximum Task Attachment Size

- User Sync Process

- Allow Task Deletion

- Disabling the Ability to Delete Comments

- Reopening Tasks

- Defining Years and Periods

- Defining Years

- Defining Periods

- Managing Attributes

- Defining Attributes

- Importing List Attributes

- Editing Attributes

- Duplicating Attributes

- Deleting Attributes

- Viewing Attributes

- Searching for Attributes

- Managing Alert Types

- Creating Alert Types

- Editing Alert Types

- Viewing Alert Types

- Searching for Alert Types

- Deleting Alert Types

- Managing Integration Types

- Defining Integration Types

- Creating Integration Types

- Setting Integration Type Properties

- Setting Integration Type Parameters

- Editing Integration Types

- Validating Integration Types

- Importing Integration Types

- Exporting Integration Types

- Deleting Integration Types

- Managing Applications

- Adding Applications

- Editing Applications

- Deleting Applications

- Viewing Integration Types

- Searching for Integration Types

4 Managing Close Manager Teams

- Adding Teams and Members

- Editing Teams and Members

- Deleting Teams and Removing Members

- Managing Team Users

- Adding a User to a Team

- Changing a User's Preferences

- Managing Backup Assignments

- Managing Reassignments in Close Manager

- Requesting a Reassignment in Close Manager

- Viewing and Approving or Rejecting Reassignment Requests

5 Navigating in Close Manager

- Close ManagerViews

- Dashboard View

- Public Dashboard View

- Task List View

- Calendar View

- Gantt View

- Selecting Views

- Available View Actions

- Saving Views

- Displaying Columns in Close Manager Views

- Navigating in Task Lists

- Filtering Views in Close Manager

- Creating Filters

- Deleting Filtered Views

- Viewing Task Summary Information

- Task Status

6 Managing Task Types

- Task Types

- Creating Task Types

- Setting Task Type Properties

- Setting Task Type Parameters

- Specifying Task Type Instructions

- Assigning Task Type Attributes

- Specifying Task Type Questions

- Working With Task Type Rules

- Viewing Task Type History

- Editing Task Types

- Viewing Task Types

- Searching for Task Types

- Importing Task Types

- Exporting Task Types

- Deleting Task Types

7 Managing Templates

- Creating Templates

- Setting Template Properties

- Specifying Template Instructions

- Assigning Viewers

- Applying Template Attributes

- Specifying Day Labels

- Embedding Templates

- Working With Template Rules

- Viewing Template History

- Opening Templates

- Adding Tasks to Templates

- Editing Templates

- Importing Tasks into Templates

- Task Import File Format

- Exporting Tasks to Microsoft Excel

- Reassigning Users

- Creating Schedules from Templates

- Manually Validating Templates

- Viewing Templates

- Searching for Templates

- Deleting Templates

8 Managing Tasks

- Creating Tasks

- Setting Task Properties

- Setting Task Parameters

- Specifying Task Instructions

- Selecting the Workflow

- Adding Task Questions

- Setting Task Access

- Setting Task Predecessors

- Applying Task Attributes

- Working With Task Rules

- Viewing Task History

- Working with the Task Dialog Box

- Importing and Exporting Tasks

- Editing Tasks

- Sorting Tasks

- Searching for Tasks

- Moving Tasks

- Cutting, Copying, and Pasting Tasks

- Reopening Tasks

- Submitting Tasks

- Approving or Rejecting Tasks

- Managing Task Reassignments

- Requesting a Reassignment for One Task

- Requesting a Reassignment for Multiple Tasks

- Workflow for Groups and Teams

- Performing Group or Team Tasks

- Deleting Tasks

- Aborting Tasks

9 Managing Schedules

- Creating Schedules

- Manually Creating Schedules

- Setting Schedule Properties

- Adding Instructions to Schedules

- Assigning Schedule Viewers

- Applying Schedule Attributes

- Adding Day Labels

- Working With Schedule Rules

- Viewing Schedule History

- Setting Required Task Parameters

- Opening Schedules

- Editing Schedules

- Adding Tasks to Schedules

- Deleting Tasks from Schedules

- Importing Tasks into Schedules

- Updating Tasks in Schedules

- Reassigning Users

- Authorizing System-Automated Tasks

- Setting Schedule Status

- Viewing Schedule History

- Validating Schedules

- Locking Schedules

- Viewing Schedules

- Searching for Schedules

- Deleting Schedules

10 Using Report Binders in Close Manager

- Generating Report Binders

- Viewing Report Binders

11 About Supplemental Data Manager

- Supplemental Data Manager Terms

- Process Overview

12 Setting Up Supplemental Data Manager

- Starting Supplemental Data Manager

- Setting Up Users

- Assigning Security Roles

- Assigning Access Rights in Supplemental Data Manager

- Modules

- Data Security

- Managing System Settings

- Managing Connections

- Defining a Connection

- Editing a Connection

- Deleting a Connection

- Managing Currencies

- Disabling Standard Currencies

- Creating Custom Currencies

- Editing Custom Currencies

- Deleting Custom Currencies

- Managing Frequencies

- Creating Frequencies

- Editing Frequencies

- Deleting Frequencies

- Managing Periods

- Creating Periods

- Editing Periods

- Deleting Periods

- Changing the Data Collection Period Status

- Defining Preferences

- Defining Integrations

13 Navigating in Supplemental Data Manager

- Supplemental Data Manager Views

- BI Dashboard View

- Working with the BI Dashboard Portlets

- Transactional Views

- Available View Actions

- Displaying Column Attributes inSupplemental Data Manager Views

- Filtering Views in Supplemental Data Manager

- Creating Filters

- Editing Filters

- Duplicating Filters

- Deleting Filters

- Saving Views

14 Working With Dimensions

- Managing Dimensions

- Adding Dimensions

- Editing Dimensions

- Deleting Dimensions

- Managing Dimension Attributes

- Adding Dimension Attributes

- Editing Dimension Attributes

- Deleting Dimension Attributes

- Managing Dimension Members

- Adding Dimension Members

- Editing Dimension Members

- Removing Dimension Members

- Importing Dimension Members

- Exporting Dimension Members

15 Working With Data Sets

- Creating Data Sets

- Adding Data Set Attributes

- Importing List Attributes

- Viewing Data Set History

- Deleting Data Set Attributes

- Editing Data Sets

- Deleting Data Sets

16 Managing Form Templates

- Creating Form Templates

- Specifying Form Template Instructions

- Working with Sections

- Form Template Sections: Columns Tab

- Form Template Sections: Group By Tab

- Form Template Sections: Mapping Tab

- Form Template Sections: History Tab

- Assigning the Workflow

- Specifying Form Template Questions

- Setting Form Template Access

- Viewing Form Template History

- Deleting Form Templates

- Duplicating Form Templates

- Deploying a Form Template to a Data Collection Period

- Un-Deploying a Form Template to a Data Collection Period

- Validating Supplemental Data Total Against a Financial Management Account Balance

17 Working with Forms

- Form Summary

- Entering Data into Forms

- Entering Data into Sections

- Viewing Form History

- Reassigning Users

18 Managing Data Collection Workflow

19 Using Currency Translation

- Using Currency Translation

- Enabling Currencies and Creating Currency Rate Types

- Selecting Default Currency for Entity Members

- Creating Currency Exchange Rates

- Setting Up Currency Attributes for Translation

20 About Account Reconciliation Manager

- Account Reconciliation Manager Terms

- Process Overview

- Sample Task Flows

21 Setting Up Account Reconciliation Manager

- Starting the Application

- Setting Up Users

- Assigning Security Roles

- Assigning Access Rights

- Modules

- Data

- Switching Roles

- Managing Account Reconciliation Teams

- Adding Teams and Members

- Editing Teams and Members

- Deleting Teams and Removing Members

- Managing Team Users

- Managing Teams

- Changing Users' Preferences

- Managing System Settings

- Managing Profile Segments

- Creating Profile Segments

- Importing Profile Segments

- Deleting Profile Segments

- Managing Frequencies

- Creating Frequencies

- Deleting Frequencies

- Defining Currency

- Disabling Standard Currencies

- Editing Custom Currencies

- Deleting Custom Currencies

- Creating Custom Currencies

- Defining Currency Buckets

- Defining Rate Types

- Creating Rate Types

- Deleting Rate Types

- Editing System Attributes

- Setting Power User Security

- Managing Aging Profiles

- Creating Aging Profiles

- Editing Aging Buckets

- Managing Global Integration Tokens in Account Reconciliation

- Creating a Token in Account Reconciliation

- Deleting a Token in Account Reconciliation

- Managing Calendars

- Managing Holiday Rules

- Importing Holiday Dates

- Duplicating Holiday Rules

- Managing Organizational Units for Account Reconciliiation Manager

- Importing Organizational Units

- Selecting an Organizational Unit

- Configuration Settings

- Data Load Timeout

- Due Date Reminder Notifications

- Email Notifications

- Maximum Attachment Size

- Reviewer Levels

- User Sync Process

- Reopening Reconciliations

- Managing Formats

- Creating Formats

- Adding Transaction Details, Action Plans, and Rules

- Specifying Format Instructions

- Adding Format Attributes

- Specifying Format Questions

- Working With Format Rules

- Viewing Format History

- Deleting Formats

- Managing Mappings

- Managing Periods

- Creating Periods

- Changing a Period's Status

- Running Auto-Reconciliations

- Changing Period History

- Editing Periods

- Deleting Periods

- Managing Currency Rates

- Importing Currency Rates

- Creating Currency Rates

- Editing Currency Rates

- Deleting Currency Rates

- Managing Attributes

- Defining Attributes

- Importing List Attributes

- Duplicating Attributes

- Editing Attributes

- Deleting Attributes

22 Navigating in Account Reconciliation Manager

- Account Reconciliation Manager Views

- Dashboard View

- Selecting Views

- Available View Actions

- Displaying Columns in Account Reconciliation Manager Views

- Filtering Views in Account Reconciliation Manager

- Creating Filters

- Editing Filters

- Duplicating Filters

- Deleting Filters

- Viewing Summary Information

- Saving Views

- Reconciliation Status

23 Managing Profiles

- Creating Profiles

- Creating Profile Instructions

- Profile Workflow Assignments

- Specifying Profile Currencies

- Specifying Profile Access

- Specifying Profile Attributes

- Working With Profile Rules

- Profile History

- Adding Accounts

- Editing Profiles

- Deleting Profiles

- Using Excel CSV Files for Profiles

- Exporting Profiles

- Importing Profiles

- Duplicating Profiles

- Using the Profile Actions Panel

- Performing Batch Updates

- Copying Profiles to Period

24 Managing Reconciliations

- Loading Balances

- Creating Data Load Definitions

- Scheduling Data Loads

- Rerunning a Data Load

- Viewing Data Load Results

- Copying Profiles to Periods

- Identifying Missing Profiles

- Opening Periods

- Sending Notifications

- Viewing Reconciliations

- Managing Reassignments

- Requesting Reassignments

- Requesting a Reassignment for One Reconciliation

- Requesting a Reassignment for Multiple Reconciliations

- Managing Reassignment Requests

- Viewing Reconciliation Summary Headers

- Balance Summary

- Attachments

- Comments

- Additional Properties

- Instructions

- Questions

- Workflow

- Reconciliation Transactions

- Adding Transactions

- Adding Transactions Manually

- Importing Transactions from Files

- Importing Pre-Mapped Transactions

- Copying Transactions from Prior Reconciliation

- Amortizing or Accreting Transactions

- Creating Amortizing or Accreting Transactions Manually

- Copying Amortized or Accreting Transactions from Prior Reconciliations

- Importing Amortizing or Accreting Transactions

- Editing, Copying, and Deleting Transactions

- Viewing Prior Reconciliations

- Viewing Reconciliation History

- Editing Reconciliations

- Performing Group or Team Reconciliations

- Performing Summary Reconciliations

25 About Reconciliation Workflow

- Reassigning Preparers and Reviewers

- Updating Reconciliation Attributes

- Reopening Reconciliations

- Closing and Locking Periods

26 Using Report Binders

- Generating Report Binders

- Viewing Report Binders

A Reason Codes for Account Reconciliation Auto-reconciliation Failures

B Order of Precedence Rules for Account Reconciliation

C Standard Currency Codes

- Currency Codes AED - ITL

- Currency Codes JMD - USS

- Currency Codes UYI - ZWL

D Supported Time Zones in Organization Units

E Order of Precedence Rules for Close Manager

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1 About Financial Close Management

Related Topics

- Uses

- Prerequisites

- Setting User Preferences for the Time Zone

- Managing Reports

- Managing Jobs and Services

Uses

Oracle Hyperion Financial Close Management provides a flexible integration framework that enables you to leverage services from external applications. The integration framework, built around industry standards, supports web-based interactive tasks and Web Services based automated tasks.
Financial Close Management has three modules: Close Manager, Supplemental Data Manager, and Account Reconciliation Manager.

Using Close Manager

Close Manager helps you define, execute, and report on the interdependent activities of a period. It provides centralized monitoring of all close process tasks and provides a visible, automated, repeatable system of record for running close processes.

You can:

- Define the close tasks and schedule to ensure the most efficient task flow

- Automate close management, track status, and provide notifications and alerts

- Integrate with product tasks

- Notify users by email for delinquencies, due dates, status changes

- Monitor close status from a dashboard

- Act quickly to fix errors and delays

- Analyze the effectiveness of the close

Using Supplemental Data Manager

Supplemental Data Manager helps you organize, update, edit, and manage supplemental data, typically transactions, for financial analytical applications such as consolidation.

You can:

- Manage metadata by creating or importing it from EPM products such as Oracle Hyperion Financial Management

- Define the data definition and associated data forms for data collection

- Support the ability to create calculation formula and validation criteria

- Notify users to work on their assigned forms

- Control and monitor the data collection workflow

Using Account Reconciliation Manager

Account Reconciliation Manager helps you manage account reconciliation processes, including balance sheet reconciliations, consolidation system reconciliations, and other reconciliation processes in effect.

You can:

- Manage preparation and review responsibility assignments

- Configure reconciliation formats tailored to each account type

- Notify users of due dates for their assigned reconciliations

- Control preparation and review workflow

- Provide visibility into the reconciliation status and possible risk conditions

Prerequisites

Use Oracle's EPM System Installer to install, register, and configure Oracle Hyperion Financial Close Management.

For required software components, see Oracle Enterprise Performance Management System Installation Start Here.

Before you can use this product, you must complete these prerequisites:

- Install and configure Oracle Hyperion Enterprise Performance Management Workspace.

- Install Oracle Hyperion Shared Services and register with Shared Services.

For complete installation instructions, see the Oracle Enterprise Performance Management System Installation and Configuration Guide.

This program is integrated in Oracle’s Hyperion EPM System product suite and is displayed in the EPM Workspace.

For information on EPM Workspace tasks and menu options, see the Oracle Hyperion Enterprise Performance Management Workspace User's Guide, Oracle Hyperion Enterprise Performance Management Workspace Administrator's Guide, and web help.

For information on the manual steps to install Event Monitoring, see the Oracle Hyperion Financial Close Management Event Monitoring Configuration Addendum on the Oracle Technology Network (OTN) website.

Setting User Preferences for the Time Zone

You can specify a user preference for the time zone to use for an application.

Administrators:

To set the time zone:Select your user name, and then click Edit. In Timezone, select a time zone, and then click OK.

Users:

To set the time zone: In Timezone, select a time zone, and then click OK.

Managing Reports

The Query Report Template, Report Group Assignment , and Report Definition functionality generates predefined or helps you build custom reports:

1. In Oracle Hyperion Financial Close Management, a user with a Report Designer role creates a query whose definition can be then exported as an XML file.

2. Use Oracle Business Intelligence Publisher within Word (BI Publisher must be installed) to import the XML file created above and use it to create a template document, which should be in RTF format.

3. Back in Financial Close Management create a report, which uses both the query and the template created above. That report can be set with a default output of PDF, HTML, or XLS (Excel).

Generating Predefined Reports

You can start with predefined reports and change them for your reporting needs.

To import predefined reports:

1. From Oracle Hyperion Enterprise Performance Management Workspace, select Navigate, then Administer, and then Shared Services Console to access Oracle Hyperion Shared Services.

2. Navigate to File System, and then your application reports.

3. By default, all reports are selected. To select a partial list, click Clear Selections to clear all the reports, and then select the reports that you want to import.

See Close Manager Predefined Reports

See Account Reconciliation Predefined Reports

4. Click Import, and then click OK.

5. To generate the reports:

a. In your application, select Tools, and then Generate Reports.

b. In Report Group, select the report group name. See Creating Report Groups.

c. Select the reports in the Report Group, and then click Generate.

d. For each parameter, select the value.

e. In Generate Report, enter a report name.

f. Click Generate.

g. Click Open or Save File to save the ZIP file.

Close Manager Predefined Reports

Note:

To avoid report errors, you must enter the required parameters.

Table 1-1 Predefined Reports

Report Name

Description

Required Parameters

At Risk Tasks

Displays the tasks that are “at risk” (where remaining time available to complete the task is less than the minimum task duration).

- Schedule––Select the schedules and period for the report.

- Optional: Period––Filter by period and schedule.

Compliance Analysis

Displays key compliance metrics by user.

- Schedule––Filter by schedule.

- Optional: Period––Filter by period.

- Optional: Minimum % Late––Users can provide a threshold that filters the records to be displayed. For example, if you enter 10, users with 10% or more of their tasks completed late are displayed.

Early Tasks

Displays the tasks that were completed before the due date, creating an opportunity to shorten close cycles.

- Schedule––Select the schedules that filter the records to be displayed.

- Optional: Period––Filter by period.

Late Tasks

Displays the tasks that are late for either the Assignee role or for any Approver level role.

- Schedule––Select the schedules to be included in the report.

- Optional: Period––Filter by period.

Performance Analysis by Organizational Unit

Displays key performance metrics by Organizational Unit.

- Schedule––Filter by schedule.

- Optional: Period––Filter by period.

Rejected Tasks

Displays statuses rejected by any approver.

- Schedule––Select the schedules to be included in the report.

- Optional: Period––Filter by period.

Task Audit Trial

Displays the changes made to tasks during a user-selected date range.

- From Date––Select the starting date.

- To Date––Select the ending date.

- Optional: Changed By––Select records changed by the selected user.

- Optional: Field Changed––Select changes made to a field.

- Optional: Task ID––Select changes made to a task.

Users with Late Tasks

Displays the count of tasks that are late for either the assignee role or for any reviewer level role, grouped by user name.

- Schedule––Select the schedule(s) to be included in the report.

- Optional: Period––Filter by period.

Account Reconciliation Predefined Reports

Note:

To avoid report errors, you must enter the required parameters.

Table 1-2 Required Parameters for Predefined Reports

Report

Description

Required Parameters

Balance by Account Type

Displays key reconciliation metrics grouped by account type.

- Period––Determines which period’s data is used.

- Currency bucket––Determines which currency bucket data should be selected from for each of the currency amounts.

- Rate Type––Determines which rate type to use in the currency translation calculation.

- Currency––Determines which currency values should be translated to.

- Optional: Risk Rating––Allows users to filter by risk rating.

Balance by Organizational Unit

Displays key reconciliation metrics grouped by organizational unit.

- Period––Determines which period’s data is used.

- Currency bucket––Determines which currency bucket data should be selected from for each currency amount.

- Rate Type––Determines which rate type to use in the currency translation calculation.

- Currency––Determines which currency values should be translated to.

- Optional: Risk Rating––Filter by risk rating.

Compliance Analysis

Displays key compliance metrics by user.

- Period––Data is displayed only for the selected period.

- Optional: Minimum % Late––Enable the users to provide a threshold that filters the records to be displayed. For example, if the user enters 10, only users with 10% or more of their reconciliations completed late are displayed in the report.

Invalid Profiles

Displays invalid profiles and the reasons the profile is invalid. Because a profile may be invalid for multiple reasons, the same profile may be listed more than one time in the report.

N/A

Late Reconciliations

Displays reconciliations that are currently late for either the preparer role or for any reviewer level role.

Period––Data is displayed only for the selected period.

Missing Profiles

Displays profiles that should exist in the period but do not exist (either because they were not copied to the period, or because they were copied and deleted). “Should Exist” is determined based on the frequency of the profile matching the frequency of the period.

Period––Data is displayed only for the selected period.

Open Reconciliations Aging Analysis

Analyzes the lateness of reconciliations that are still open (status not equal to closed). Only reconciliations that are not closed are included in the report, and lateness is analyzed using the reconciliation End Date (the due date associated with the last workflow role). Any reconciliation that is open, and the End Date is before the report run date, is included.
The report is comprised of the following sections:

- All Periods: Displays the metrics associated with all periods that have qualifying reconciliations.

- By Period: For each period with qualifying reconciliations, displays a separate section displaying the metrics for that period.

- Currency bucket––Determines which currency bucket data should be selected from.

- Rate Type––Determines which rate type to use in the currency translation calculation.

- Currency––Determines which currency code the values should be translated to.

- Optional: Account Type––Select which Account Types to display.

Performance Analysis by Organizational Unit

Displays key compliance metrics by Organizational unit. A reconciliation is counted once for each workflow role assigned to the reconciliation, and the most recent workflow action “wins”. For example, if a reconciliation is prepared twice (because it was rejected after the first certification), then the second certification is included in the metrics.

Period––Data is displayed only for the selected period.

Profile Audit Trial

Displays the changes made to profiles during a user selected date range.

- From Date––Present a calendar picker that enables the user to select the starting date.

- To Date––Present a calendar picker that enables the user to select the ending date.

- Optional: Changed By––Enables the user to select records changed by the selected user.

- Optional: Field Changed––Enables the user to select changes made to a field.

- Optional: Account ID––Enables the user to select changes made to an account.

Reconciliation Audit Trail

Displays the changes made to reconciliations during a user selected date range.

- From Date––Presents a calendar picker that enables the user to select the starting date.

- To Date––Presents a calendar picker that enables the user to select the ending date.

- Optional: Changed By––Enables the user to select records changed by the selected user.

- Optional: Field Changed––Enables the user to select changes made to a specific field.

- Optional: Account ID––Enables the user to select changes made to a specific account.

Reconciliation Result

Presents an analysis of the magnitude of the Source System Balance in three categories:

- Fully Reconciled—Reconciliation status is Closed, and there are no Adjustments to Source System

- Reconciled with Open Items—Reconciliation status is Closed, but Adjustments to Source System is not zero

- Unreconciled—Reconciliation status is not equal to Closed

- Period––Determines which period’s data is used.

- Currency bucket––Determines which currency bucket data should be selected from for each of the currency amounts.

- Rate Type––Determines which rate type to use in the currency translation calculation.

- Currency––Determines which currency values should be translated to.

- Optional: Account Segment 1 & Account Segment 2––Filter by Account Segment 1 or Account Segment 2. If you need additional segments for filtering, modify the report.

- Optional: Risk Rating––Filter by Risk Rating.

Reconciliation Trend Analysis

Displays a line chart reflecting the value of a selected reconciliation balance attribute over a range of twelve periods.

- Period––Determines which period’s data is used.

- Account ID

- Attribute––Select one attribute:
Source System Balance, Subsystem Balance, Adjustments to Source System, Adjustments to Subsystem, Unexplained Difference, Late Reconciliations, Late Preparations Late Reviews.

- Currency Bucket––Determines which currency bucket data should be selected from.

- Rate Type––Determines which rate type to use in the currency translation calculation.

- Currency––Determines which currency code the values should be translated to.

Rejected Reconciliation

Displays the list of reconciliations that were rejected by any reviewer level role.

Period––Determines which period’s data is used.

Transaction Aging Analysis

Displays a pie chart reflecting the count and value of selected reconciliation transactions, grouped by aging bucket.

- Period––Determines which period’s data is used.

- Transaction Type––Select which transaction type to report (Adjustments to Source System, Adjustments to Subsystem, or Balance Explanations).

- Aging Profile––Enables you to determine which aging profile to use when plotting the transactions in the chart.

- Currency bucket––Determines which currency bucket data should be selected from.

- Rate Type––Determines which rate type to use in the currency translation calculation.

- Currency––Determines which currency code the values should be translated to.

Users with Late Reconciliations

Displays the count of reconciliations that are late for either the preparer role or for any reviewer level role, grouped by user name.

Period––Determines which period’s data is used.

Managing Reports

The Query Report Template, Report Group Assignment , and Report Definition functionality generates predefined or helps you build custom reports:

1. In Oracle Hyperion Financial Close Management, a user with a Report Designer role creates a query whose definition can be then exported as an XML file.

2. Use Oracle Business Intelligence Publisher within Word (BI Publisher must be installed) to import the XML file created above and use it to create a template document, which should be in RTF format.

3. Back in Financial Close Management create a report, which uses both the query and the template created above. That report can be set with a default output of PDF, HTML, or XLS (Excel).

Managing Queries

Designers can add, edit, and remove Queries. Queries must exist before reports can be defined.

All topics on generating reports:

- Generating Predefined Reports

- Creating Report Templates

- Managing Report Groups

- Managing Report Definitions

- Generating Reports

Creating Queries

Creating queries is the first step in generating reports:

1. Create a query. See below.

2. Create a template. See Creating Report Templates.

3. Set up a report group. See Managing Report Groups.

4. Set up the report definition. See Managing Report Definitions.

5. Generate the report. See Generating Reports.

To create queries:

1. In your application, select Manage, and then Reports.

2. Select Queries, then Actions, and then New.

3. In New Query, enter:

- Name

- Description

- Type
The selection of the Type determines where the Query appears in the New and Edit Report dialog boxes:

- Parameter Query
A query that is defined as type Parameter Query is used to present a list of options that you can specify for this parameter's value. Parameter Query allows you to present a list of options used when filling in a parameter's value for a Report Query, where the list of options is not a simple Attribute already defined, but is instead a complex query that you need to define.

- Report Query
Select the records to be included in the report. You can apply a security filter, so users see only the data that they are authorized to see based on their roles and the reconciliations to which they are assigned. To apply a Security Filter to a report query, add the following syntax to the end of the query WHERE CLAUSE statement:

Close Manager Queries:$CM_SECURITY_CLAUSE$

A sample Close Managerr query with the Security Filter applied: SELECT Task_name FROM fcc_tasks WHERE schedule_id = ~Schedule~ AND $CM_SECURITY_CLAUSE$

A sample Close Manager query with the Security Filter applied: SELECT Task_name FROM fcc_tasks WHERE schedule_id = ~Schedule~ AND $CM_SECURITY_CLAUSE$

Account Reconciliation Manager Queries: $ARM_SECURITY_CLAUSE$

Note:

Because many predefined queries included with Oracle Hyperion Financial Close Management have the Security Filter applied, you can use them as examples when building your own.

If the report you are designing will contain parameters, you can design the report to display no records or all records. Examples of each are provided below. These examples assume that you want to run a report that displays the list of periods that contain the "Monthly" frequency.

- Parameter Query: Select frequency_id, frequency_name from arm_frequencies

- Report Query, Option 1: (Return no periods if the user does not provide a frequency value):
Select p.period_name from arm_periods p, arm_period_frequencies pf where p.period_id = pf.period_id and pf.frequency_id = ~FREQUENCY~

- Report Query Option 2: (Return all periods if the user does not provide a frequency value):
Select p.period_name from arm_periods p, arm_period_frequencies pf where p.period_id = pf.period_id and pf.frequency_id = coalesce(~FREQUENCY~,pf.frequency_id)

In the second option, the coalesce() function returns the first non-null value in the list; therefore, if the FREQUENCY was null, it would return pf.frequency_id and in that case that condition would always be true (pf.frequency_id = pf.frequency_id), causing all records to be returned.

- Generate Query
Assists you in creating a query against the database by allowing you to select any existing attribute in the product to be queried and/or filtered against. The dialog then generates the SQL to match the attributes and filters specified, at which time you can modify and enhance it.

- Query
To generate a sample XML file from the Query, click Generate Sample XML.

4. To test the query for errors, click Validate.

Editing Queries

To edit queries:

1. In your application, select Manage, and then Reports.

2. Click Queries, then select a query, then click Actions, and then Edit.

3. Change Name and Type.

4. Click OK.

Duplicating Queries

To duplicate queries:

1. In your application, select Manage, and then Reports.

2. Click Queries, then select a query, then click Actions, and then Duplicate.

3. Enter the necessary updates.

4. Click Close.

Deleting Queries

To delete queries:

1. In your application, select Manage, and then Reports.

2. Click Queries, then click Actions, and then Delete.

3. Click Close.

Creating Report Templates

Creating report templates is the second step in generating reports:

1. Create a query. See Creating Queries.

2. Create a template. This section lists the steps to create a report template. Report Templates are created in Microsoft Word and require the Sample XML created from the report query in the Creating Queries section.

3. Set up a report group. See Creating Report Groups.

4. Set up the report definition. See Creating Report Definitions.

5. Generate the report. See Generating Reports.

This section assumes a basic working knowledge of Oracle Business Intelligence Publisher. Refer to the BI Publisher documentation packaged with the Template Builder for additional information.

To create a report template:

1. Download and install the BI Publisher Enterprise Desktop Client:

http://www.oracle.com/technetwork/middleware/bi-publisher/downloads/index.html

Note:

Close all windows before you install.

2. Open Microsoft Word with a new document.

3. Select the BI Publisher tab, then Load Data.

4. Locate SampleQuery.xml generated from the query and click Open.

A message displays, "Data Loaded Successfully". Click OK.

5. Select Insert, and then Table Wizard.

6. Select Table and click Next.

7. Select the default data set and click Next.

8. Select the desired fields to show in the report and click Next.

9. Select the Group By, then select the fields to group by, and then click Next.

10. Select the Sort By, then select the fields to sort by, and then click Finish.

11. Save the template as an *.rtf file; for example: SampleQuery.rtf.

Managing Report Groups

The Report Groups section enables report designers to group reports.

Caution:

Do not edit standard Report Groups. Duplicate a standard Report Group and give it a unique name.

Creating Report Groups

Creating report groups is the third step in generating reports:

1. Create a query. See Managing Queries.

2. Create a template. See Creating Report Templates.

3. Set up a report group.

4. Set up the report definition. See Managing Report Definitions.

5. Generate the report. See Generating Reports.

To create report groups:

1. In your application, select Manage, and then Reports.

2. Select Report Groups, then Actions, and then New.

3. In New Report Group, enter:

- Name
Enter a group name for the group of reports.

- Description

- Display to User
Select Display to User if you want this report group displayed to the user.

Display to User enables report writers to have a group of reports hidden while they are working on them.

4. On the Reports tab, if available, select the reports for the Report Group.

5. Click OK.

Modifying Report Groups

To modify report groups:

1. In your application, select Manage, and then Reports.

2. Select Report Groups, then Actions, and then Modify.

3. Modify the report group, and then click Close.

Duplicating Report Groups

To duplicate report groups:

1. In your application, select Manage, and then Reports.

2. Select Report Groups, select a report group, then select Actions, and then Duplicate.

The name is copied and a 1 is added to the report group name.

3. Click Edit, and then change the name and the order of the reports.

Deleting Report Groups

To delete report groups:

1. In your application, select Manage, and then Reports.

2. Select Report Groups, then select a report group, then select Actions, and then Delete.

Select Yes or No to answer the message, "Deleting the Report Group will delete all the Reports associated with the Report Group. are you sure you want to delete (the name of the Report Group)."

3. Click Close.

Managing Report Definitions

Related Topics

- Creating Report Definitions

- Editing Report Definitions

- Duplicating Report Definitions

- Deleting Report Definitions

Creating Report Definitions

Creating report definitions is the fourth step in generating reports:

1. Create a query. See Managing Queries.

2. Create a template. See Creating Report Templates.

3. Set up a report group. See Managing Report Groups.

4. Set up the report definition.

5. Generate the report. See Generating Reports.

To create report definitions:

1. In your application, select Manage, and then Reports.

2. Select Reports, then Actions, and then New.

3. In New Report, enter:

- Name

- Description

- Query
Select a query. See Managing Queries.

- Template
Click Browse and then Browse to a report template. You can upload any supported Oracle Business Intelligence Publisher template format. See Creating Report Templates.

- Report Group
Select the Group Name for the report. See Managing Report Groups.

- Display to User
Select if you want the report displayed to a user. For example, if a report is in progress, the user would clear this option.

- Output Format
Select an report output format that BI Publisher supports; for example: PDF, HTML, XLS.

4. To complete the report definition, you must set the access:

a. Select the Access tab.

b. Select Actions, and then Add.

c. Select the Application Module and the Role.

Editing Report Definitions

To edit report definitions:

1. In your application, select Manage, and then Reports.

2. Select Reports.

3. Select a report, then Actions, and then Edit.

4. Make parameter and access changes, and then click OK.

Duplicating Report Definitions

To duplicate report definitions:

1. In your application, select Manage, and then Reports.

2. Select Reports.

3. Select a report, then Actions, and then Duplicate.

4. Select the duplicated report, named the same + 1. For example, Analysis +1.

5. Click Actions, and then Edit and then make parameter and access changes.

6. Click OK.

Deleting Report Definitions

To delete report definitions:

1. In your application, select Manage, and then Reports.

2. Select Reports.

3. Select a report, then Actions, and then Delete.

4. Select Yes or No.

Generating Reports

Process for generating reports:

1. Create a query. See Managing Queries.

2. Create a template. See Creating Report Templates.

3. Set up a report group. See Managing Report Groups.

4. Set up the report definition. See Managing Report Definitions.

5. Generate the report.

To generate reports:

1. In your application, select Tools, and then Generate Reports.

2. In Report Group, select the report group name. See Creating Report Groups.

3. Select the reports in the Report Group, for Format, select PDF, HTML, or XLS.

Note:

HTML and XLS are not supported for graphs and charts.

4. Click Generate.

5. For each parameter, select the value.

6. In Generate Report, enter a report name.

7. Click Generate.

8. Select Open or Save File to save the ZIP file.

Managing Jobs and Services

The Manage Jobs menu option allows you to monitor the services and jobs in Oracle Hyperion Financial Close Management.

Managing Jobs

The Jobs tab displays a list of background processes that have run recently or are scheduled to run in the future. Each individual offline process may have been created by a user action that requires a background process or from one of the system maintained services. Only Administrators and Power Users have access to this information.

If you click on the job, you can view more details for that job. The status for each job may be pending, running, success or error. Actions you can take from this list include: Restart, Run Now or Refresh.

Note:
For jobs that require a longer processing time, a message displays to remind you that you can close the dialog and proceed with other work while the background process runs.

The following user actions create a background process. and allow users to proceed with their work rather than wait for processing to be complete:

- Account Reconciliation Manager

- Import Reconciliations

- Create Reconciliations

- Import Pre-Mapped Data

- Import Pre-Mapped Transactions

- Close Manager

- Import Template Tasks

- Import Schedule Tasks

- Deploy to Schedule

- Suppplemental Data Manager

- Deploy Form Templates

- Load Dimensions

- Load Data Sets

- Load Forms

- Posting Data

Managing Services

The Services tab displays a list of the daily services such as: Synch Users and Email notifications. In addition,

- System Maintenance - runs once a day and will synch the cache of users with Oracle Hyperion Shared Services as well as other maintenance tasks.

- Email Notifications - runs every half hour and sends out emails

- Open Reconciliations - runs once a day and opens reconciliations for that day (Account Reconciliation Manager only)

- Open Form Instances - runs once a day and opens form instances for that day (Supplemental Data Manager only)

- <Schedule> Monitor - each open or closed schedule's monitoring service that runs the next time the task is set to open (Close Manager only)

The status for each job may be pending, running, or error. Actions you can take from this list include: Restart (schedule the next time to run), Run Now (immediately run the job) or Refresh (refresh the service information.)

2 About Close Manager

Related Topics

- Close Manager Terms

- Process Overview

- Sample Task Flows

Close Manager Terms

Tasks

A unit of action in the application, for example, data entry or data consolidation. Power users define the tasks that comprise a close process. Users can read task instructions, answer questions, submit, reassign, approve, and reject tasks, and can access tasks from email notifications or by logging on to the application.

Integration Types

A definition of a service provided by an application. For example, the Consolidate Integration Type for Oracle Hyperion Financial Management contains parameters such as the Point of View dimensions to run the consolidation. A standard set of Integration Types that are integrated with other Oracle applications is included with the installation.

Task Types

Identify and categorize tasks commonly performed during a close period; for example, Data Entry, or G/L Extract. The Task Type enables you to set default information, such as settings that need to be input by the user, and questions or instructions that are shared by all tasks of that type. Task Types are often based on Integration Types.

Execution Types

End-users, System-Automated Task, Event Monitoring Task

Templates

Tasks that are repeatable over close periods. Administrators can create templates for different types of close periods, such as monthly or quarterly.

Schedules

Defines the chronologically ordered set of tasks that must be executed for a specific close period, and is the alignment of a template's generic close days to calendar dates.

Dashboard

This view presents a portal-style interface with views into schedules and task lists, and high-level summaries into which you can drill down for greater detail.

Alerts

Notifications from users on issues that they encounter during the process, such as hardware or software issues. Users create alerts identifying a problem and assign them to be resolved.

Report Binders

Summaries of close process activity. They contain a description of all task details that were executed as part of the close schedule. Report Binders enable administrators and others to review and adjust activities for future periods and are useful for audit purposes.

Process Overview

Administrators use Close Manager to manage tasks needed for closings. Closings require these steps:

1. The administrator sets up users. See Setting Up Users.

2. The administrator completes the required setup procedures:

- Set up currencies. See Currencies.

- Set up organizational units. See Managing Organizational Units for Close Manager.

- Set up global integration tokens. See .Managing Global Integration Tokens.

- Set up holiday rules. See Managing Holiday Rules for Close Manager.

- Set up attachment size. See Maximum Task Attachment Size.

- Enable email notifications. See Enabling Email Notifications.

3. The administrator reviews the tasks required for a close process and sets up Task Types to ensure consistency across tasks and to leverage predefined product integrations.
See Creating Task Types.

4. Because many tasks are repeatable over close periods, the administrator saves a set of tasks as a template to use for future periods. See Creating Templates.
For example, an administrator can set up a monthly or quarterly close once and then use it for all months or quarters. Tasks are defined with task predecessors, Assignees, and Approvers.

5. To initiate the close process for a period, administrators generate a schedule (a chronological set of tasks) by selecting a template and assigning calendar dates. The generic tasks in the template are applied to calendar dates. See Creating Schedules from Templates.

6. To begin the close process, the administrator changes the schedule status from Pending to Open. See Setting Schedule Status.

7. The administrator can also modify the schedule if needed and monitor it throughout the close cycle. See Updating Tasks in Schedules.

8. During the close process, users receive email notifications of assigned tasks and can click links in the email for direct access to assigned tasks.

9. Alternatively, users can log on to review and access assigned tasks in different types of views, for example, the Dashboard, a portal-style interface; or Calendar, Gantt, or Task List views.

10. When users complete tasks, the tasks are sent to approvers and can be viewed by other users.

11. Users can create alerts for issues, such as hardware or software issues, that they encounter during the close process. Alerts are forwarded to Assignees and Approvers for resolution.

12. Users can define and generate a Report Binder for a close cycle, which contains a description of the task details that were executed as part of the process. Report Binders enable administrators and others to review and adjust activities for future periods, and are also useful for audit purposes. See Using Report Binders in Close Manager.

Sample Task Flows

Scenario 1: Power User

The Power User sets up a template and tasks for an upcoming close period.

- The Power User logs on and opens the Manage Templates page.

- The Corporate Quarterly Close template contains many of the tasks required for the corporation quarterly close cycle. From the list of templates, the Power User selects the Quarterly Close template and reviews it.

- The Power User selects the calendar dates on which to line up the template tasks, and creates a schedule from the quarterly template.

- The Power User then adds a task to the template specifically for Quarter 2.

- The Power User opens the schedule, which begins the close process.

Scenario 2: Power User

The Power User monitors the status of close activities through the Dashboard.

- The Power User logs on and opens the Dashboard Status Overview view to check the status of activities through Day 3.

- From the Dashboard, the user drills down to see the details of incomplete tasks.

- The Power User reviews open tasks for comments or attachments provided by assigned users.

Scenario 3: Approver

A user assigned as an Approver reviews a current task to determine whether it can be approved.

- The assigned Approver receives an email notification of an outstanding task––Review MD&A Input for Services submission.

- From the email, the Approver selects the link for Review MD&A Input for Services Submission.

- The Task Actions page is launched outlining the process.

- The Approver reviews the document that the user submitted when completing the task to ensure completeness.

- The Approver enters additional comments and approves the submission.

- If another level of approval is required, the task is forwarded to the next approver. If the task was the last requiring approval, then the task completes, and the system runs the next task if it is ready.

- The Approver can reject a task instead of approving it, and the task is reassigned to the Assignee.

Scenario 4: User

A user logs on to the application and reviews and completes an assigned task.

- The user logs on and reviews the tasks displayed in the Dashboard in the My Worklist portlet.

- The user clicks the link for an assigned task - MD&A input.

- The task page is launched with instructions for the task, and a reference document.

- The user reviews the instructions and the reference document, processes the updates, enters a comment about the task, and submits it for approval.

- The system automatically updates the task status and sends a notification to the assigned approver.

Scenario 5: User

A user responds to an email notification of a task to load data, clicks a link in the email, accesses the product from which to load data, and then completes the task.

- The user receives an email notification of an outstanding task––Load Salary Data through Oracle Hyperion Financial Data Quality Management.

- From the email, the user selects the link for the page where the required process is documented.

- The user reviews the instructions for the task and selects the Go to Task link to launch FDM.

- The user extracts data through FDM and loads it to Oracle Hyperion Financial Management.

- When the task is completed, the user returns to the application.

- The user enters a comment about the task and submits it for approval.

3 Setting Up Close Manager

Related Topics

- Starting the Application

- Setting Up the System

- Setting Up Users

- Assigning Security Roles

- Assigning Access Rights

- Managing System Settings in Close Manager

- Defining Years and Periods

- Managing Attributes

- Managing Alert Types

- Managing Integration Types

Starting the Application

Note:

The Oracle Hyperion Shared Services server, the Oracle Hyperion Enterprise Performance Management Workspace server, and the product server must all be running before you launch the application.

See the Oracle Enterprise Performance Management System Installation and Configuration Guide.

To access your product, first log on to EPM Workspace and launch your program.

To start your program:

1. Enter the URL.

The URL is the web server host name, web server port, and workspace.

By default, the Workspace URL is http://SERVER_NAME:PORT/workspace/.

2. In the EPM Workspace logon dialog box, enter the system user name and password and click Log On.

If an error message indicates that the system can't authenticate a user, verify these conditions:

- The user is provisioned for the application. If not, use Shared Services to provision the user.

- The user token or session is not timed out. If it has timed out, log off, and then log on to start a session.

- The web server is configured and running. If there is a problem with the web server, contact the system administrator.

3. Select Navigate, Applications, YOUR APPLICATION.

Setting Up the System

These are the steps required to set up:

- Set up users and assign security roles. See Setting Up Users.

- Define years for close process activities. See Defining Years.

- Define periods for close process activities. See Defining Periods.

- Create Integration Types. See Creating Integration Types.

- Create Task Types. See Creating Task Types.

- Create Alert Types. See Creating Alert Types.

- Create attributes. See Defining Attributes.

- Turn on User Sync Process. See User Sync Process

Setting Up Users

Before working with your application, you must assign security roles to users, groups, or teams.

To assign security roles, follow this process:

- Use Oracle Hyperion Shared Services to create and manage groups as needed for easier security assignment.

- Use Shared Services to provision users, groups, or teams with security roles.

For information on using Shared Services, see the Oracle Enterprise Performance Management System User Security Administration Guide.

Assigning Security Roles

Access is dependent on user security roles and the privileges given to the role.

Table 3-1 Security Roles

Security Role

Description

Close Administrator

- All Power User privileges

- Full access to all tasks, templates and schedules

- Define years and periods

- Create and manage Task Types, Integration Types, Attributes, and Alert Types

Close Power User

- All Close User privileges

- Create and import tasks

- Create and manage templates and schedules

- Create task types and view tasks types created by others

Close User

- Schedule Viewer

- Task Owner

- Access to Dashboard, limited by access level

- Modify status, create and modify alerts, comments, and questions, limited by access level

- Create and manage filters

Close Report Designer

- Access to Manage Reports

- Access to Generate Reports

You assign security roles in Oracle Hyperion Shared Services Console, which displays a list of users, groups, or teams from the external authentication provider. You can assign security roles to groups or individuals.

To assign security roles:

1. From Oracle Hyperion Enterprise Performance Management Workspace, select Navigate, then Administer, and then Shared Services Console to access Oracle Hyperion Shared Services.

2. Expand the User Directories folder, and then expand the directory where the users reside.

3. Perform one of these actions:

- To assign security roles to a user, select Users.

- To assign security roles to a group, select Group.

4. Search for and select a user or group.

5. Provision the user using one method:

- Right-click and select Provision.

- Select Administration, and then Provision.

- Click Provision.

6. From Available Roles, expand and select your application.

7. Select a role, click the arrow button to add the role to the user, and then click Save.

8. Review the summary report, and then click OK.

Assigning Access Rights

Access rights, which are inherited from the parent object, apply to objects such as templates, schedules, tasks, and alerts.

For details on access rights, see:

- Managing Templates

- Managing Tasks

- Managing Schedules

- Managing Alert Types

Administrators

- Unrestricted access to all features

- Multiple administrators are allowed, and each has write access to all objects, including those created by other administrators.

- Set up user access to tasks by assigning users to tasks with task roles of Owner, Assignee, Approver, or Viewer.

Owners

- Assigned to every task and must be a Close User, Close Power User, or Close Administrator

- Writer access to the task when it is applied to a schedule

- For pending tasks, can edit task properties; for example, add or remove instructions or questions, or add or remove approvers

- For open tasks, cannot modify properties

- Ensures that the task is completed, although they may not be performing actions on the task

- Receive notifications when the task status changes, and can intervene in the task workflow at any time

- Reassign the Assignee or Approvers

- Act as the Assignee, approve the task for an Approver, or force the task to close

Assignees

- Responsible for working on the task

- Have read access to all task information

- Add comments, answer questions, submit tasks for approval, create alerts, or reassign the task to other users

- Have read access to some information about the predecessor tasks, for example, Owners, Assignees, status, name, and description

- Access only to individuals

- Only one Assignee for each task

- Optional. If no Assignee is assigned, then responsibility for the task is assigned to the task owner

Approvers

- Ensure that the task was done correctly by the Assignee and sign off on it

- Each task may be assigned up to 10 levels of approval

- Can only be assigned to individuals

- Have read access to all task information

- Can add comments, approve or reject tasks, create alerts, or reassign approval to other users

- Have read access to some information about the predecessor tasks, for example, Owners, Assignees, status, name, and description.

Viewers

- May be Close Users, Close Power Users, or Close Administrators

- Multiple users may be assigned to a task as viewers

- Receive read access to all task information, and for parent tasks, to the task information for their children

- Can assign the viewer role to groups

- Cannot perform task actions and are not part of the task workflow.

- Task Assignees and Approvers act as viewers in Task Details. They can view their own tasks in an open schedule.

Examples:

- If a user has write access to a schedule, that user also has modify access to every task in the schedule.

- If a user has read access to a template, the user also has read access to every task of that template.

The types of activity rights a user has for an object establish the access rights to that object.

Owner

Has write access to the object.

Assignee

Has write access to a subset of the object attributes and read access to the rest.

Approver

Has write access to the Status (Approve/Reject) attribute of the object (for example, an Alert), and read access for the rest. For example, an approver can add comments and create alerts.

Viewer

Has read access to the object.

Managing System Settings in Close Manager

Related Topics

- Currencies

- Managing Global Integration Tokens

- Managing Organizational Units for Close Manager

- Managing Holiday Rules for Close Manager

- Changing Configuration Settings

Currencies

Related Topics

- Disabling Standard Currencies

- Creating Custom Currencies

- Editing Custom Currencies

- Deleting Custom Currencies

Disabling Standard Currencies

For the list of standard currencies, see Standard Currency Codes.

Standard currencies are installed with the application. To hide unused currencies on the available currency list, hide them in the Currency System Settings.

To disable standard currencies:

1. In System Settings, select Currencies.

2. Select a currency, and then clear the Enabled column.

Creating Custom Currencies

To create custom currencies:

1. In System Settings, select Currencies.

2. Select Actions, and then New.

3. Enter:

- Currency Code

- Currency Symbol

- Decimal Places

- Description

- Enabled
If the currency is enabled, then it is displayed in the currency list in the application.

Editing Custom Currencies

To edit custom currencies:

1. In System Settings, select Currencies.

2. Select a currency, then Actions, and then Edit. Edit the currency.

Deleting Custom Currencies

To delete custom currencies:

1. In System Settings, select Currencies.

2. Select a currency, then Actions, and then Delete.

You cannot delete the following currencies:

- A standard currency. It is always locked.

- An enabled currency. Disable the currency before deleting it.

- If a currency is in use, an error message tells you where it is used and prevents you from deleting it.

Managing Global Integration Tokens

The Global Integration Tokens feature enables creation of parameterized URLs. The URLs can be used for a variety of purposes, including launching OBIEE reports which require provision of parameters in order to display filtered report content.

When creating the URL, the parameters are inserted into the URL. When the URL is clicked, the parameters are replaced with the appropriate values.

For example, the following is an excerpt of the parameters:

…$YearName$%22%22Period%20Name%22&val6=%22$PeriodName$%22&col17=%22Logical%20Schedules%22.%22Year%20Name%22&val7=%22$Y earName$%22&col8=%22Logical%20Schedules%22.%22Deployment%20Name%22&val8=%22$ ScheduleName $%22

where

$YearName$ = 2012
$PeriodName$ = Jan12
$ScheduleName$ = DemoSchedule

The URL becomes:

…%222012%22%22Period%20Name%22&val6=%22Jan2012%22&col7=%22Logical%20Schedules%22.%22Year%20Name%22&val7=%222012%22&col8=%22Logical%20Schedules%22.%22Schedule%20Name%22&val8=%22DemoSchedule%22

Parameters can be configured from static parameters defined in your application, attributes of type Text and List, and the following native attributes assigned to Tasks, Templates, and Schedules:

- Period Name

- Schedule Name

- Task Name

- Task ID

- Year Name

You can access URLs from the following locations:

- Templates: After an administrator or power user adds a reference URL to a template in the Instructions section, the URL is clickable on the Instruction tab.

- Schedule: After an administrator or power user adds a reference URL to a schedule in the Instructions section, the URL is clickable in Instruction.

- Task Details: After an administrator or power user or task owner adds a reference URL to a task in the Instructions section, the URL is clickable in Instruction.

- Task Types: After an administrator adds a reference URL to a Task Type in the Instructions section, the URL is clickable on the Instruction tab.

- Task Actions: Viewers of Task Actions can click the reference URLs.

Tokens

Global Integration Tokens:

- Must be unique

- Cannot be modified

- Should not be deleted. When you try to delete, a warning is displayed: "Deleting a Global Integration Token will invalidate the URLs that are referencing it. Are you sure you want to continue?"

Creating a Token

To create a token:

1. In System Settings, select Global Integration Tokens.

2. Select Actions, and then Add.

3. Enter:

- Name: A unique token name

- Type: Static or Task Attribute

- Token Value:

- If Task Attribute is selected as the Parameter Type, select the value that is passed when the URL is rendered.

- If Static Attribute is selected as the Parameter Type, enter the value that is passed when the URL is rendered.

Deleting a Token

To delete a token:

1. In System Settings, select Global Integration Tokens.

2. Select a token, then select Actions, and then Delete.

A warning message is displayed: "Deleting a Global Integration Token will invalidate the URLs that are referencing it. Are you sure you want to continue?"

3. Click Yes to delete.

Managing Organizational Units for Close Manager

Organizational Units allow administrators to model regions, entities, business units, divisions, departments, or any other entity that might be affiliated with a task or reconciliation. Organizational units are hierarchical to facilitate reporting.

The section that displays the hierarchy enables administrators to expand and collapse sections of the hierarchy.

Adding Organizational Units

To add an organization:

1. In System Settings, select Organizational Units.

2. Click Actions, and then Add.

3. On the Properties tab, enter:

- Name
Administrators can change the name, and it need not be unique.

- Organizational Unit ID
A unique ID used to identify the transaction for Oracle Hyperion Enterprise Performance Management System Lifecycle Management purposes. Organizational Unit ID cannot be changed after an organizational unit is set.

- Optional: Description

- Time Zone
Determines which time zone applies to the organizational unit. Selection of a time zone is optional. If a time zone is not selected, the task time zone will revert to the user’s time zone. See Supported Time Zones in Organization Units.

- Holiday Rule
Determines which list of holidays applies to the organizational unit. Selection of a Holiday Rule is optional. See Managing Holiday Rules for Close Manager.

- Parent Organizational Unit
Enables Administrators to change the hierarchy.

- Work Days
Determines which days of the week are work days.

4. The Access tab enables Administrators to assign viewer and commentator access in a centralized location, rather than having to assign it to each task. The username and user id are displayed to help you select the right user.

To select a user:

a. Select Actions, and then Add.

b. In Select Viewers, enter the First Name and Last Name, or click Select Users..

c. In Search Results, select the Users, Groups, or Teams and add them to the Available column.

Importing Organizational Units

Caution:

If you are using multiple modules in Oracle Hyperion Financial Close Management, then you must run separate import processes to import the module specific properties of the organizational unit.

To import organizational units:

1. In System Settings, select Organizational Units.

2. Select Actions, and then Import.

- Enter the file name or click Browse to navigate to the CSV import file.
Sample Organizational import format:

Note:

ThisClose Manager import organizational unit example requires a pre-existing parent org unit named `Americas', a holiday rule named `US', and a viewer named fm_user. Create these or edit the file accordingly to use other objects.

"OrganizationalUnitID","Name","ParentOrganization","Description","TimeZone","H olidayRule","Calendar","Workdays","Viewer1","Commentator1" "US2","US2","Americas","Import Organization US2 Example","ET (UTC-05:00)","US","",2-3-5,"fm_user5",""

- For Import Type, click one:

- Replace—Replaces the Organizational Unit detail with the Organizational Unit that is in the file that you are importing. It does not affect other units that are not specified in the import file.

- Replace All—Imports a new set of Organizational Units that replaces the existing Units. This option is useful when you want to replace a unit in one system with an updated definition from another system. Organizational Units that are not specified in the import file are deleted.

3. Click Import.

Selecting an Organizational Unit

Marilyn to put in sub-topics automatically. Administrators define Organizational units in system settings. The organizational list is displayed in functional dialogs.

To select an organization:

1. Click Search.

2. Select an organization. An arrow indicates a child organization exists. Expand the parent to select a child organization.

3. Click OK.

Managing Holiday Rules for Close Manager

Holiday Rules are collections of holiday dates. The Manage Holiday Rules dialog enables Administrators to manage holiday rules.

Creating Holiday Rules

To create holiday rules:

1. In System Settings, select Holiday Rules.

2. Click Actions, and then New.

3. Enter:

- Holiday Rule ID
This is the attribute that will uniquely identify the record for LCM purposes. Holiday Rule ID is mandatory and must be unique.

- Name
The name of the holiday rule is mandatory and can be up to 50 characters. Uniqueness is not required.

- Year
The Year attribute behaves as a filter option. Users need not select a value for this attribute. If they do, then the table should be filtered to display the dates associated with the selected year.

4. To name a holiday, in the Holiday section, click Importto import the list of holidays or click Add and enter the date and name of the holiday.

Importing Holiday Dates

You can import dates into a holiday rule.

To import holiday dates:

1. In System Settings, select Holiday Rules.

2. Create or select a holiday rule.

3. On the bottom section of Holiday Rules, select Actions, and then Import.

- Enter the file name, or click Browse to navigate to the CSV import file.
Example of a holiday date import format:

"Date","Name"
"Jan 1, 2014","New Years Day"
"May 26, 2014","Memorial Day"

- For Import Type, click one:

- Replace—Replaces the holiday dates with the holiday dates in the file that you are importing. Does not affect other units that are not specified in the import file.

- Replace All—Imports a new set of holiday dates that replaces the existing holiday dates. Use this option to replace a unit in one system with an updated definition from another system. Holiday dates that are not specified in the import file are deleted.

4. Date Format

Note:
This feature is available only in 11.1.2.4.100 (patch 20307212). For information about new features and updating to release 11.1.2.4.100, see My Oracle Support https://support.oracle.com

Select a Date Format from the drop down list of allowed date formats. Date formats are not translated. By default, the date format is set to the locale date format of the exported file location.

For example:

- MM/dd/yyyy

- dd/MM/yyyy

- dd-MMM-yy

- MMM d, yyyy

5. Click Import.

Editing Holiday Rules

To edit holiday rules:

1. In System Settings, select Holiday Rules.

2. Select a rule.

3. Edit:

- Holiday Rule ID
This is the attribute that will uniquely identify the record for LCM purposes. Holiday Rule ID is mandatory and must be unique.

- Name
Can be up to 50 characters. Uniqueness is not required.

- Year
The Year attribute behaves as a filter option. Users need not select a value for this attribute. If they do, then the table should be filtered to display the dates associated with the selected year.

Deleting Holiday Rules

To delete holiday rules:

1. In System Settings, select Holiday Rules.

2. Select a rule, Actions, and then Delete.

You cannot delete a holiday rule associated with an organizational unit that is not logically deleted. A list of organizational units to which the holiday rule was assigned is displayed.

Duplicating Holiday Rules

To duplicate holiday rules:

1. In System Settings, select Holiday Rules.

2. Select a rule, then Actions, and then Duplicate.

3. Make edits.

Changing Configuration Settings

Related Topics

- Approver Levels

- Enabling Email Notifications

- Maximum Task Attachment Size

- User Sync Process

- Allow Task Deletion

- Disabling the Ability to Delete Comments

- Reopening Tasks

Approver Levels

Approver levels determines the number of task reviews.

To change the approver level:

1. In System Settings, select Configuration Settings, and then Approver Levels

2. In Approver Levels, select a value from 1 to 10.

Enabling Email Notifications

Email Notifications on and off switch for all notifications, for all users. When "Turn Off" is selected, notifications are not generated for any user.

To enable email notifications:

1. In System Settings, select Configuration Settings, and then Email Notifications.

2. For Email Notifications, select Turn On.

Maximum Task Attachment Size

Task Attachment Size determines the maximum attachment file size that users can upload. This setting helps administrators adapt to work within limitations of the environment in which the application is installed.

You can change the current maximum file size.

To change the maximum task attachment size:

1. In System Settings, select Configuration Settings, and then Maximum Attachment Size.

2. In Select maximum file upload size, select a value from 5 MB, with incremental values of 5 MB, up to 100 MB.

User Sync Process

Close Manager maintains a local copy of the user, group, and team details for various reasons; for example, User ID, User Login, First Name, Last name. The User Sync Process must be initialized manually and then runs daily at 5:30 AM server time.

To enable the User Sync Process:

1. In your application select Manage, and then System Settings. In System Settings, select Configuration Settings, and then User Sync Process.

2. Do one:

- To initialize to run daily at 5:30 AM server time, for User Sync Process, select Turn On.

- To manually initiate a user sync, for User Sync Process, select Turn Off, then click Save, then select Turn On, and then click Save.

Allow Task Deletion

By default, users cannot delete open or closed status tasks from an open status schedule. To allow task deletion, you can set the on and off switch to Turn On.

To allow task deletion:

1. In System Settings, select Configuration Settings, and then Allow Task Deletion.

2. Select Turn On.

Disabling the Ability to Delete Comments

By default, users are allowed to delete comments. However, some companies may have security requirements making this undesirable. An Administrator can use the On/Off Allow Comment Deletion switch in System Settings to disable the ability to delete comments.

To disable deletion of comments by users:

1. In your application, select Manage. and then System Settings.

2. In System Settings, select Configuration Settings, and then Allow Comment Deletion.

3. Select Turn Off and then click OK.

Reopening Tasks

There may be times when users in the course of a business cycle need to reopen a task. An administrator can enable this feature in System Settings.

To allow reopening of tasks:

1. In System Settings, select Configuration Settings, then select Reopen.

2. Set the conditions for allowing reopening of open or closed tasks, then click Save.

Defining Years and Periods

When you define the close process, you define years and periods for which to apply close activities. You then assign each schedule a year and period to define the close period for the schedule. You can have multiple schedules running in the same time period, for example, a Corporate schedule and a Regional schedule. Year and period dimensions enable you to group these activities.

Defining Years

Note:

Defining Years feature is available only to administrators.

The Year dimension designates the year to which the close activities apply and is a flat list. You can define, rename, and delete years, and name years with numeric or nonnumeric characters. For example, you can define years such as 2014 and 2015, or FY14 or FY15.

To define years:

1. Select Manage, and then Years.

2. Add, rename, or delete years:

- To add a year, click New and enter a name.

- To rename a year, double-click it, and then rename it.

- To delete a year, select it, and then click Delete.

Note:

You can select multiple years, and then click Delete.

Defining Periods

Note:

The defining periods feature is available only to administrators.

The Period dimension is a hierarchical dimension that designates the time period to which the close activities apply, for example a month or quarter. You typically define a period with months rolling up to quarters within years. For example, you can define a quarterly period of Q1 with the child members of January, February, and March. You can also define custom period rollups, such as a 13-month reporting period.

You can add siblings and children to periods. A sibling is a member at the same level, such as January and February. A child is a member below a member in the period hierarchy; for example, January is a child member of Q1.

You assign calendar dates to periods when you create schedules.

You can add, edit, reorder, and delete periods.

To define periods:

1. Select Manage, and then Periods.

2. Add or remove siblings or child members:

- To add a sibling, click Add Sibling, name the member, and then click Submit.

- To add a child, click Add Child, name the member, and then click Submit.

- To edit a period, select it, click Edit, rename it, and then click Submit.

- To reorder a period, select it, and then click Move Up or Move Down.

- To delete a period, select it, and then click Delete.

Managing Attributes

Attributes are user-defined fields defined centrally by administrators and used in many places.

You can specify different value types for attributes: Date, Date and Time, List, Number, Text, and True or False. For example, you can define a custom attribute named Auto Submit with a value type of Yes or No. When you assign the Auto Submit attribute to an item, you can set it to Yes for tasks required by external users.

If you select the List type, you can define a pick list of values. For example, you can define a List attribute named Sales Region, with North, South, East, and West as values.

You can create, edit, and delete attributes.

Defining Attributes

To create an attribute:

1. Select Manage, and then Attributes.

2. Click New and enter:

- Name

- Attribute Type:

- Date

- Date and Time

- Integer

- List:
If you select List, enter a list of valid responses to the question.

- Multi-Line Text
The maximum length should be less than 4,000 characters.

Select Multi-Line Text, then enter the Number of Lines, from 3 to 50 lines. Multi-Line Text determines how many lines of text are visible, without scrolling, on the Actions dialog boxes.

For Multi-Line text type: Select Include Attachments if you want the custom attribute to include an attachments section on the Actions dialog box.

- Number:
If you select Number, select number formatting options

- For Decimal Places, enter a value for the number of decimal places to display.

- Select the Thousands Separator option if you want numbers to display a thousands separator (for example, 1,000.00)

- From the Currency Symbol list, select a currency symbol, for example, Dollars ($).

- From the Negative Number list, select how to display negative numbers, for example, (123).

- From the Scale list, select a scale value for numbers, for example, 1000.

- Text

- True or False

- User

- Yes or No

- Calculation

Note:

This feature is available only in 11.1.2.4.100 (patch 20307212). For information about new features and updating to release 11.1.2.4.100, see My Oracle Support https://support.oracle.com

Calculated attributes are read-only. Calculations can only be evaluated against Schedules:

- Schedules: When you are in Task List, Gantt, or BI Dashboard views, you can add any Calculation and the calculation is evaluated, regardless of whether it was explicitly assigned to the task or not.

- Templates: You cannot add a custom attribute, that has the Calculation option selected, as a column or a filterable attribute.

Administrators can add attributes to the attributes sections in the Actions dialogs and they will be viewable by workflow users. Administrators can restrict access to certain roles by setting access to Do Not Display. For example for calculated attribute XYZ, an administrator could add Viewer: Do Not Display access to it, so that XYZ wouldn't appear for viewers.

Any user role can add calculated attributes as columns in views and portlets. They can also be added as filterable attributes in the Filter Panel.

When you select Calculation, a Calculation definition section is displayed:

- Calculation Type: The list of values is determined by the attribute type:

- Assign Value to List—Assign custom values to a List type attribute

- Assign List To Value—Assign custom list values to the values of a different attribute.

- Conditional—A conditional calculation (If – Then – Else)

- Scripted—A free-form scripted calculation. Scripted is available for attributes of type Integer, Multi-line Text, Number, or Text.

The following table lists the calculation types that each attribute type can use when the Calculation option is chosen:

Table 3-2 Defining Attributes

Attribute Type

Assign Value to List

Conditional

Scripted

Assign List to Value

Date

Date/Time

Integer

X

X

X

List

X

X

Multi-Line Text

X

X

X

Number

X

X

X

Text

X

X

X

True/False

X

User

Yes/No

X

- When you select Scripted Calculation type, to enter a free-form calculation equation, use the Add Attribute and Add Function:
Add Attribute—Select an attribute and click to insert the attribute into the Calculation Definition box at the location of the cursor. If the cursor is in the middle of a word or attribute, the word/attribute will be replaced in the definition. Any attribute that is added will have brackets {} around the name, according to the scripting format.

- Add Function—Select a function and click to add the function to the Calculation Definition. The Function is added with placeholders for each parameter.
For example: Insert the DATE_DIFF function in the calculation definition:

DATE_DIFF(<Date1>, <Date2>, <Type>)

Then replace the placeholders with attributes:

DATE_DIFF( {Start Date}, {End Date}, 'DAYS')

Other scripted function examples:

- Date Difference: Returns the difference in days, hours minutes, or seconds between two dates. For DATE 1 and DATE 2, the values TODAY and NOW can be used, which denote the current date (with no time component) and date-time, respectively.
DATE_DIFF(<Date1>, <Date2>, <Type>)

Example: DATE_DIFF( {Start Date}, 'TODAY', 'DAYS')

- Extract Text: Returns the substring within the value, from the positions specified.
SUBSTRING(<Value>, <Location>, <Length>)

Example: SUBSTRING( {Name} , 5, 10)

- If-Then-Else:
IF_THEN_ELSE(<Condition>, <Value1>, <Value2>)

Example: IF_THEN_ELSE( ( {Priority} = 'Low'), 1,IF_THEN_ELSE( ( {Priority} = 'Medium'), 2, IF_THEN_ELSE( ( {Priority} = 'High'), 3, 0)))

- If-Then-Else: Allows the user to insert a conditional calculation into the scripted calculation. IF_THEN_ELSE calculations can be nested to support “ELSE IF” type calculations as well.
IF_THEN_ELSE(<Condition>, <Value1>, <Value2>)

Example: ,

IF_THEN_ELSE( ( {Priority} = 'Low'), 'Good'
IF_THEN_ELSE( ( {Priority} = 'Medium'), 'Better'. 'Best') )

- Instring: Returns the value of the search.
INSTRING(<Value1>, <Value to Search>)

Example: INSTRING({Name}, 'a')

- Lowercase: Returns the value in lower case
LOWERCASE(<Value>)

Example: LOWERCASE ({Task Code})

- Maximum: Returns the maximum value from a list of attributes. There can be any number of parameters.
MAX <Value1>, <Value2>, <ValueN>)

Example: MAX( {Scripted Substring Loc a}, {Scripted Substring Loc s}, {Scripted Substring Loc t} )

- Minimum: Returns the minimum value from a list of attributes. There can be any number of parameters.
MIN <Value1>, <Value2>, <ValueN>)

Example: MIN( {Scripted Substring Loc a}, {Scripted Substring Loc s}, {Scripted Substring Loc t} )

- Round: Returns the value rounded to the decimal places specified
ROUND <Value1>, <Decimal Places>)

Example: ROUND( ({Scripted Substring Loc t} / 7), '4')

- Substring:
SUBSTRING(<Value>, <Location>, <Lengrh>)

Example: SUBSTRING( {Name}, 4, 10)

- Text Location: Returns the index of the substring within the value, starting at 1 as the first position.
INSTRING(<Value>, <Value To Search>)

Example: INSTRING( UPPERCASE( {Name} ), 'TAX' )

- Uppercase: Returns the value in upper case.
UPPERCASE(<Value>)

Example: UPPERCASE( {Name} )

3. The following validation checks are performed when you attempt to save the Scripted Calculation:

- The Syntax of the Calculation is correct

- The Attributes and Functions specified in the Calculation exist

- Parameters to Functions are correct

- No Circular Loops exist

Importing List Attributes

To import attributes of type List:

1. Create an import file of type List in a TXT file format, with each value on a separate line.

For example:

Blue
Yellow
Red
Green

The import option is always "Replace All".

2. In your application, select Manage, and then select Attributes.

3. Select an attribute of type List, and then click Actions, and then Edit.

4. Click Import .

5. Browse to a TXT import file.

6. Click Import. Import List Values displays the values: Total List Values, Completed, Errored, List Values Created, and List Values Updated.

If Completed Successfully, click OK.

If Completed with Errors, the errors are listed. To export the error list, click Export to Excel .

Editing Attributes

You can edit the name of a custom attribute. If the attribute type is a List, you can also add, rename, or delete list values.

To edit attributes:

1. Select Manage, and then Attributes.

2. Select an attribute.

3. Click Edit.

4. Edit the attribute name.

Note:

If the attribute is a List type, you can add, rename, or delete list values. After a custom attribute is saved, you can't change its type.

5. Click OK.

All related templates, schedules, task types, or tasks are updated.

Duplicating Attributes

You can duplicate attributes.

To duplicate attributes:

1. Select Manage, and then Attributes.

2. Select an attribute.

3. Click Duplicate.

4. Click Close.

Deleting Attributes

You can delete attributes that you no longer need. When you delete an attribute, the system removes all references to the attribute.

To delete attributes:

1. Select Manage, and then Attributes.

2. Select attributes.

3. Click Delete.

4. At the delete confirmation prompt, click Yes.

Viewing Attributes

In Manage Attributes, you can specify which columns to display for the list of attributes, or show all. You can also reorder columns, sort columns by ascending or descending order, and change the column widths.

To display columns:

1. Select Manage, and then Attributes.

2. Select View, then Columns:

- To display all columns, select Show All.

- To display specific columns, select or deselect the column names.

To reorder columns:

1. Select Manage, and then Attributes.

2. Select View, and then Reorder Columns.

3. Select columns and use the Up and Down arrows, or drag them, to change the order.

4. Click OK.

To sort columns:

1. Select Manage, and then Attributes.

2. Hover over a column header until the Sort icons are displayed, and then click Sort Ascending or Sort Descending .

To change column widths:

1. Hover over the column header dividers until the arrows display.

2. Drag the columns to the desired width.

Searching for Attributes

You can use the Manage Attributes dialog box to find attributes. You can enter full or partial names on which to search.

To search for attributes:

1. Select Manage, and then Attributes.

2. Click the > sign to expand the Search box.

3. Enter full or partial search criteria for the attribute.

4. Optional: For additional search operators (such as Contains, Starts with, Ends with), click Advanced, and then enter search criteria.

Tip:

Click Add Fields to select additional fields for search criteria.

5. Click Search.

Tip:

To reset the list to display all attributes, click Reset.

Managing Alert Types

Note:

The Managing Alert Types feature is only available to administrators.

During the close process, users might encounter roadblocks such as a hardware failure, software issues, system failure, and so on. They can create an alert identifying the problem, and attach it to the task.

For example, a user is running an AP Period Close process and can't log on to the AP system. The user creates the alert indicating “Software Issue” as the type and assigns it to the System Administrator. The System Administrator resolves the login issue, then closes the alert or submits it for approval.

You can maintain a list of alert types to categorize alerts.

Creating Alert Types

You can create alert types to group alerts into categories, such as hardware failure, software issues, system failures, and so on.

You can use alert types to classify and filter alerts in the Report Binder. Using alert types, you can analyze the types of issues that users encounter during the close cycle and make changes to prevent them in future cycles.

To create an alert type:

1. Select Manage, and then Alert Types.

2. Click New.

3. For Name, enter an alert type name.

4. For Description, enter an alert type description.

5. Click Enabled to enable the alert type.

6. Click OK to save the alert type.

Editing Alert Types

You can edit the names and descriptions of alert types, and specify whether they are Enabled.

To edit an alert type:

1. Select Manage, and then Alert Types.

2. Select an alert type to edit.

3. Click Edit.

4. Edit the alert type.

5. Click OK.

Viewing Alert Types

In Manage Alert Types, you can specify which columns to display for the list of alert types, or show all. You can also reorder columns, sort columns by ascending or descending order, or change the column widths.

To display columns:

1. Select Manage, and then Alert Types.

2. Select View, then Columns, and then select an option:

- To display all columns, select Show All.

- To display specific columns, select or clear the column names.

To reorder columns:

1. Select Manage, and then Alert Types.

2. Select View, and then Reorder Columns.

3. Select columns, and use the Up and Down arrows to change the order.

To sort columns:

1. Select Manage, and then Alert Types.

2. Hover over a column header until the Sort icons are displayed, and then click Sort Ascending or Sort Descending .

To change column widths:

1. Hover over the column header dividers until the arrows are displayed.

2. Drag the columns to the desired width.

Searching for Alert Types

You can use the Manage Alert Types dialog box to find alert types. You can enter full or partial names on which to search.

To search for alert types:

1. Select Manage, and then Alert Types.

2. Click the > sign to expand the Search box.

3. Enter a partial or full name on which to search.

4. Optional: For additional search operators (such as Contains, Starts with, Ends with), click Advanced, and enter search criteria.

Tip:

Click Add Fields to select additional fields for search criteria.

5. Click Search.

Tip:

To reset the list to display all alert types, click Reset.

Deleting Alert Types

You can delete alert types. When an alert type is deleted, the alert is not deleted, rather it loses its alert type assignment.

To delete an alert type:

1. Select Manage, and then Alert Types.

2. In Manage Alerts, select the alert type.

3. Click Delete.

Managing Integration Types

You can enable tasks to include integrations with external applications. An Integration Type is a definition of an end point provided by an external application. Integration Types define end-use, system-automated tasks, and event monitoring integration.

From the Manage Integration Types dialog box, you can view, create, edit, validate, delete, import, and export Integration Types. You can maintain a list of applications associated with the Integration Type. Integration Types must be assigned an application.

An Integration Type requires an execution URL for user tasks or an execution web service for system-automated tasks, and an optional set of parameters. The execution URL launches the external program, and the parameters pass information required for the task to the external program. For example, the Consolidate Integration Type contains parameters such as the Point of View dimension values to run the consolidation. Each Consolidate task is derived from this Consolidate Integration Type with the same set of parameters.

Integration Types are provided on the Oracle Support website for download, and you can then import them into your application. Experienced consultants can also create custom Integration Types for other Oracle and non-Oracle products through the UI or with imported XML files.

See the Integration guide through My oracle Support. Visit http://www.oracle.com/us/support/contact/index.html.

To manage Integration Types, you must have the Close Administrator role.

Defining Integration Types

When you create Integration Types, select a task type:

End-User

Users must perform and validate. The task might be a generic task such as submitting data, or it might require product integration to facilitate or validate its completion.

System-Automated

Automatically executed in external applications when their start date and time are reached, and their predecessor tasks are completed, for example, an overnight feed from a General Ledger. System-Automated tasks are often executed after working hours. They require limited user interaction and do not have Assignees.

Event Monitoring Integration

Based on events that occur in external applications; for example, Journal Approve.

When you create a task, the type that you choose affects the runtime behavior of the task:

End-User

When you click the Go to Task icon, the system uses the execution URL and parameters.

System-Automated

The task runs according to the task parameters that you define.

Event Monitoring

The task waits for an event with a matching parameter value and then closes.

Creating Integration Types

To create an Integration Type:

1. Select Manage, and then Integration Types.

2. Click New.

Add information to the following tabs:

- Setting Integration Type Properties

- Setting Integration Type Parameters

Setting Integration Type Properties

You can set properties for the Integration Type, such as the associated application, and End-User, System-Automated, or Event Monitoring tasks.

For an End-User task, you can select the single sign-on (SSO) Parameter option to enable users to access an external web application without being prompted for authentication. You can use a SSO parameter for an external application if that application is integrated with the Oracle EPM System SSO framework.

To set Integration Type properties:

1. On the Properties tab, for Name, enter a name for the Integration Type.

2. Enter an Integration Type Code, for example, HFM_CONS for the Hyperion Financial Management Consolidate integration task.

The code is used to execute the Integration Type and to map updates to an Integration Type from a file import.

3. Optional: In Description, enter a description for the integration task.

4. In Application, select an application to which the task belongs.

Note:

You can maintain the list of applications from the Manage Applications icon in the Manage Integration Types dialog box. See Managing Applications.

5. For Execution Type, select an option:

- End User Task
End User Endpoint: To enter parameters for an End-User task, the End User Endpoint should contain those parameters in these formats:

$Parameter Type Code$, for example $COLORS$. The system replaces the parameter tokens in the End User Endpoint with the information you specified for the task parameters.

SSO Parameter (Optional): Specify the name of the SSO parameter for your application to include when executing the End-User task URL to the external application. If you do not specify an SSO parameter, the system uses the End User URL.

- System-Automated Task

Note:

If you select System-Automated Task, the lower part of the Properties tab displays connection information.

See the Oracle Hyperion Financial Close Management Integration Guide on the Oracle Technology Network (OTN) website.

- Event Monitoring Task

Note:

If you select Event Monitoring Task, the lower part of the Properties tab displays connection information, most of which is required

For detailed information on setting these parameters, see the Oracle Hyperion Financial Close Management Integration Guide on the Oracle Technology Network (OTN) website.

6. Select the Parameters tab.

Setting Integration Type Parameters

Integration Type parameters enable the application to pass information to the end point to control how the end point should perform its action. For example, when you run a consolidation, your program can pass which application to run the consolidation against, and the dimension selections for the consolidation. You set the parameter values defined in the Integration Type in the task or Task Type using the integration. The Consolidation Integration Type can be used for many applications and dimension selections in your application, depending on how you set the Consolidate task parameter values.

Each parameter definition requires a name, description, unique code, type, and whether a value is required. The parameter code is the token that replaces in the execution URL for user tasks, or the parameter name that is passed to the execution web service for system-automated integration types. Required values must have a value for all tasks in a schedule before the schedule can be set to Open.

The parameter type controls the parameter value and how the user enters the value in the task field. Supported parameter types:

Note:

For detailed information on setting parameters for Integration Types, see the Integration Guide on the Oracle Technology Network (OTN) website.

To set Integration Type parameters:

1. In the New Integration Type dialog box, select the Parameters tab.

2. Click New.

3. Enter a name for the parameter.

4. Enter a parameter code.

5. Enter a parameter tooltip.

6. From the Parameter Type list, select a type, and enter additional information for the parameter:

- Check box—Boolean value

- Date—Date value

- Document Navigator—Hierarchical set of values, for example, folders and documents

- Dimension Selector—Values for a set of dimensions

- Dynamic List—Dynamic set of text values with values to be determined at runtime

- Integer—Numeric value in whole numbers

- Number—Numeric value in whole numbers or fractions

- Options Group—Check box for a predefined set of values

- Static List—Predefined set of text values

- Task Information—Task information, for example, Assignee, duration, start and end dates

- Text—Free-form text value.

Note:

Event Monitoring Execution Type supports only Text parameter type.

7. If the parameter requires a value, select Required.

8. Click OK to save the parameter.

9. Click Save and Close to save the Integration Type.

Editing Integration Types

You can edit the properties and parameters of an Integration Type. For example, for an End-User type, you can edit the endpoint, change the point of view, or change the list of values.

Note:

You cannot edit imported Integration Types; you can only view them.

To edit an Integration Type:

1. Select Manage, then Integration Types.

2. Select an Integration Type to edit.

3. Click Edit.

4. Edit the Integration Type.

5. Click Save and Close.

Validating Integration Types

You can test and validate User Defined, System-Automated, or Event Monitoring Integration Type definitions from the Manage Integration Types module before you create and execute tasks. You can provide parameter values for the parameter definition, and then test those parameters.

- For End-User tasks, the system displays the end result URL web page.

- For System-Automated tasks, the system executes the Asynchronous, Synchronous, or Polling Synchronous web service and displays the results.

- For Event Monitoring tasks, the system waits for the business event to be received. Event Monitoring validation does not take parameters.

The Validation results can contain any or all sections:

- Security Settings—Security settings for this Integration Type; includes the Request and Response Security Policy and Keystore Alias specified in the application, and the End-User URL and SSO Parameter of the Integration Type, if it is an End-User Integration Type. These settings are set in the application of the Integration Type.

- Application Tokens—Lists the application-level tokens that exist for the Integration Type. If there are no application-level tokens, this section is not displayed.

- Registry Settings—Displays the values from the installation registry, for example:

- Web Application settings, displayed only if the Web App setting is defined in the application

- Web Service application settings, displayed only if the web service application setting is defined in the application

- Oracle Hyperion Enterprise Performance Management Workspace settings, displayed only if the End-User URL contains token placeholders for EPM Workspace values

- Parameters—This section is identical to the Parameters tab for tasks and task details, and enables you to provide values for the Integration Type parameters. Task Information type parameters are also displayed and editable, and parameter errors are displayed. Event Monitoring does not take parameters.

- Results:

- End User-User tasks—Displays the current End-User Endpoint URL with the tokens that you specified. Click Refresh to update the URL.

- System-Automated tasks—Displays the results of the validation test when it receives them from either the Asynchronous, Synchronous, or Polling Synchronous web service. Click Refresh to update the page and view the results.

- Validation Status—The status of the validation: Not Validated, Invoking, Waiting for Response, Success, Error, or Aborted

- Last Validated—The last time you attempted to validate the Integration Type

- Message—The message returned from the web service

- Log File Location—The location of the log file, if specified

- Reports—Report URLs

- Event Monitoring tasks—Displays the Validation Status, Last Validated, and Message.

To validate an integration type:

1. Select Manage, then Integration Types.

2. Select an Integration Type.

3. Click Validate and choose an Integration Type:

- End-User Integration Type—The system displays the security settings, Application Tokens if applicable, parameters, and results. Click Validate to open the URL in a browser window, or open a tab in EPM Workspace, depending on the End-User URL.

- System-Automated Integration Type and Event Monitoring—The system starts the Asynchronous, Synchronous, or Polling Synchronous web service defined in the Integration Type and returns you to the Integration Type window while the process runs. Click the Refresh icon to see the results of the validation.

Tip:

When the validation is in the Invoking or Waiting for Response stage, you can click Cancel Validation if you need to cancel the process.

4. When you finish running validations, click Close to return to Manage Integration Types.

Importing Integration Types

The predefined Integration Types for Oracle products must be imported from XML files before you can access them. During the import process, you can automatically create Task Types for the integration types.

To import an Integration Type:

1. Select Manage, then Integration Types.

2. Click Import.

3. Enter a file name, or click Browse to browse for the file to import, and click Next..

4. If the integration XML file (specified in step 3), contains an application, then this page displays the application details contained in the XML. Edit the following:

- Application Name

- Request Security Policy

- Response Security Policy

- Keystore Recipient Alias

- Registry web Application Entry

- Registry web service Entry

Enter the following application token information:

- PORTAL_NAME

- NODE_NAME

- PROTOCOL

- DEFAULT_LOCAL_NODE

5. Select the Integration Types for which you want Task types to be automatically created, and click Next

The Results screen displays the number of Integration Types imported.

6. Click Close.

Exporting Integration Types

You can export integration types to an XML file that you can modify and then reimport into your application.

To export integration types:

1. Select Manage, and then Integration Types.

2. Click Export.

3. Click Save File,, and then click OK.

4. Select a location in which to save the file, and click Save.

Deleting Integration Types

You can delete Integration Types that you no longer need. However, you cannot delete imported Integration Types, and you cannot delete an Integration Type while it is associated with a Task Type.

To delete an Integration Type:

1. Select Manage, and then Integration Types.

2. Select an Integration Type to delete.

3. Click Delete.

4. At the delete confirmation prompt, click Yes.

Managing Applications

Integration Types are assigned applications for the external products to which they link. From the Manage Integration Types module, you can maintain a list of applications associated with the Integration Type. You can search on and sort the list by application. In addition, you can select to view these additional columns for applications: Created By, Creation Date, Last Updated By, and Last Update Date.

Adding Applications

You can add applications to associate with an Integration Type. You can also specify the security policy to use for an Integration Type of that application.

For information on security policies, see the Integration Guide on the Oracle Technology Network (OTN) website.

In addition, you can specify application-level tokens and values for all Integration Types in an application. When you specify an application-level token in an end-user URL or web service WSDL, the system replaces the token with the value defined for that token in the application. For example, you can specify tokens with values for server and port, and the system automatically applies those values to the Integration Types in the application.

To add an application:

1. Select Manage, and then Integration Types.

2. Click Manage Applications.

3. Click New.

4. Enter an application name.

5. Optional: Enter additional application properties.

6. Optional: To add an application-level token, in the Application Tokens table, click New. Enter a token name and optionally a token value, and then click OK.

Tip:

To remove a token, Click Delete.

Editing Applications

You can edit the name of the application, the installation registry properties, the security information, and application-level tokens.

To edit an application:

1. Select Manage, and then Integration Types.

2. Click Manage Applications.

3. Click Edit.

4. Edit the settings or tokens as needed, and click OK.

Deleting Applications

You can delete applications that you no longer need from the list of available applications. You cannot delete an application while it is associated with an Integration Type. You must modify the properties for each Integration Type that references the application before you can delete the application.

To delete an application:

1. Select Manage, and then Integration Types.

2. Click Manage Applications.

3. Click Delete.

Viewing Integration Types

You can view the properties and parameters of imported Integration Types. You can specify which columns to display for the list of Integration Types, or show all. You can also reorder columns, sort columns by ascending or descending order, or change the column widths.

To display columns:

1. Select Manage, and then Integration Types.

2. Select View, then Columns, and then select an option:

- To display all columns, select Show All.

- To display specific columns, select or deselect the column names.

To reorder columns:

1. Select Manage, and then Integration Types.

2. Select View, and then Reorder Columns.

3. Select columns and use the Up and Down arrows to change the order.

To sort columns:

1. Select Manage then Integration Types.

2. Hover over a column header until the Sort icons display, then click Sort Ascending or Sort Descending .

To change column widths:

1. Hover over the column header dividers until the arrows display.

2. Drag the columns to the desired width.

Searching for Integration Types

You can use the Integration Types dialog box to find Integration Types. You can enter full or partial names on which to search.

To search for Integration Types:

1. Select Manage then Integration Types.

2. Click the > sign to expand the Search box.

3. Enter full or partial search criteria for the Integration Type.

4. Optional: For additional search operators (such as Contains, Starts with, Ends with), click Advanced, and enter search criteria.

Tip:

Click Add Fields to select additional fields for search criteria.

5. Click Search.

Tip:

To reset the list to display all Integration Types, click Reset.

4 Managing Close Manager Teams

Teams are defined and provisioned with Owners, Assignees, Approvers, and Viewers roles. Then, rather than assigning named users these roles on a task, the role is assigned to the Team. Administrators and Power Users can add, edit, and delete teams.

Adding Teams and Members

To add teams and members:

1. In Close Manager, click Manage, and then Teams.

2. Click Actions, and then New.

3. For each team, enter:

- Name

- Description

- Roles
Select the appropriate module tab and then select one or more roles for the team: Administrator, Power User, User.

- Members

Note:

Search results will not include other team IDs or group IDs.

Teams do not grant roles to member IDs, rather the member IDs must already be provisioned with the necessary roles.

To add members:

a. Under Members, click Actions, and then Add.

b. Enter the partial or full First Name, Last Name, or click Search to select the names.

c. In the Search Results section, click Add, or Add All to add the selections to the Selected list.

d. Click OK.

4. On the Team dialog box, select Primary User to have the tasks default to a Claimed status with that user.

Note:

Other team members can then claim the task.

5. Click OK.

Editing Teams and Members

To edit teams or members:

1. In Close Manager, click Manage, and then Teams.

2. Select a team, and click Actions, and then Edit.

3. Edit the teams and members and click OK.

4. Click OK.

Deleting Teams and Removing Members

There is a difference between the deletion logic for teams being used in template versus schedule tasks:

- If a team has been assigned to a task(s) in a template, then it cannot be deleted. To delete the team, first remove it from all tasks to which it is assigned.

- If teams are used in schedule tasks, then the deletion is allowed but it is a logical deletion. For example, the schedule task can still see the team even though no new tasks can use the team.

To delete teams or members:

1. In Close Manager, click Manage, and then Teams.

2. To delete teams, select a team, click Delete, and then at the warning, click Yes.

3. To remove members, double click a team name, and on the Edit Team dialog box, select a member and then click Remove.

4. Click OK.

5. On Manage Teams, click Close.

Managing Team Users

Related Topics

- Adding a User to a Team

- Changing a User's Preferences

Adding a User to a Team

To add a user to a team:

1. In your application, click Manage, and then Users.

The Manage Users window is displayed.

2. Select a user and then click Actions, and then Edit.

3. On User Details, on the Teams tab, click Actions, and then Add.

4. On Select Teams, select a team.

5. Click OK.

Changing a User's Preferences

A user can change preferences as follows.

To change a user's preferences:

1. In your application, click Manage, and then User Profile.

2. On User Details:

- For Status, select Available or Unavailable.
If the user is the primary user and unavailable, the task reverts to the backup user, if one is assigned, and if that backup user has a status of Available.

- Select the Timezone.
The Timezone setting is used to convert the task's scheduled Start and End Dates into the timezone of the user, thus producing the Start Date (Local) and End Date (Local) attributes.

- For email notifications, enter the Email Start Time and Email End Time.

- The Teams tab displays the user teams.

- On the Notifications tab, for each type of notification, expand each notification preferences and choose when to be notified:
For example: for Status Change Notification, expand to Close Manager, then expand and choose "You are alert approver and alert status changes to open with approver". Select Immediately as a choice of notification.

Note:

You can override a setting at a lower level (for example, configure Notification Type to Every 2 hours, and override one of the Conditions to Immediately). Then the parent setting(s) displays the word Mixed, to provide a visual indication that more than one preference setting has been assigned to child level settings. You can change the value from Mixed to a different preference setting; the child level settings are changed to the new setting.

If an Administrator disables the System Settings Configuration Settings for Email Notifications, then notifications are suspended. See Enabling Email Notifications.

3. Click OK.

Managing Backup Assignments

You can backup the Assignee and Approver roles only when the primary user is a named user, not a team or group:

- Assignee: For basic tasks (not automated tasks)

- Approver: For both basic and automated tasks

Note:

Administrators cannot backup owner assignment on templates, schedules, and tasks.

To assign or change a backup for a task:

1. From the Calendar, Gantt, or Task List view, double click the task that you want to assign or change a backup.

2. Select the Workflow tab and select both an Assignee and Backup person.

3. Click Save and Close.

Managing Reassignments in Close Manager

Related Topics

- Requesting a Reassignment in Close Manager

- Viewing and Approving or Rejecting Reassignment Requests

Requesting a Reassignment in Close Manager

Reassignment requests can only be initiated by users explicitly assigned the primary workflow role (as a named user). They cannot be submitted for backup roles, or by members of Teams/Groups assigned primary roles.

Assignees and Approvers can dispute an Assignee or Approver assignment on one or more tasks by submitting a request to administrators and power users to reassign the tasks.

From the Task Actions dialog box, workflow users (Assignees and Approvers) can request reassignment of their workflow role for selected or selected and future tasks. These requests require approval. Administrators and schedule/template Owners can still reassign the task using the Edit Task dialog box without requiring approval.

To request reassignment for a task:

1. On the Actions panel, expand the Request Reassignment.

2. Reassign the task by selecting an option:

- Selected Tasks to reassign just the schedule task

- Selected and Future Tasks to reassign tasks for the schedule task and the corresponding task in the source template

Note:

A Power User must be the owner of the schedule or template to be able to approve the reassignment.

3. Select the Role from the drop down list.

4. If the you know the reassigned user, enable To User, and then enter or search for the name.

Note:

If you do not know the new user, then submit a request without specifying the name of the user.

5. Enter a Justification for the reassignment.

6. Click Submit.

Viewing and Approving or Rejecting Reassignment Requests

Administrators and Power Users can review and approve or reject reassignment requests submitted by Assignees and Approvers.

Schedule task reassignment requests can be sent to the Task owner as well.

To view and approve or reject reassignment requests:

1. From Quick Links, click Dashboard. My Worklist is displayed with the reassignment requests in the Admin or Power User's security profile.

2. Click a reassignment record. The Reassignment Requests is displayed.

3. Do one of the following:

- To approve all of the reassignment requests:

a. If the requestor did not specify a name to whom responsibility should be transferred, in New User enter a new name. To apply this name to all requests, click Apply to All.

b. Click Approve All.

- To reject all the listed reassignment requests, click Reject All.

- To approve or reject individual reassignment requests: for each request, from Schedule Status, select Approve or Reject.

4. Click OK.

An email notification that displays the action taken is sent to the preparer or reviewer who requested the reassignment.

5 Navigating in Close Manager

Related Topics

- Close ManagerViews

- Selecting Views

- Available View Actions

- Saving Views

- Displaying Columns in Close Manager Views

- Navigating in Task Lists

- Filtering Views in Close Manager

- Viewing Task Summary Information

- Task Status

Close ManagerViews

You can use the BI Dashboard, Calendar view, Task List, or Gantt view to track tasks in running schedules.

When you switch views, for example, from Calendar to Gantt, the system synchronizes the dates so that a new view displays the same date range as a previous view.

By default, the BI Dashboard is displayed. If you are an Administrator, you can set the Dashboard up for all users by configuring the Public Dashboard and then begin system setup.

If you are a User, you can view the My Worklist portlet to view task assignments. See the Oracle Hyperion Financial Close Management User's Guide.

Dashboard View

The Dashboard view presents a portal-style interface into the application, providing simple, efficient views into running (or Active) schedules and task lists, and high-level summary representations into which you can drill down for greater detail. It is used for real time management, not historical review or planning.

The Dashboard provides visibility to only the schedules and tasks that the user has access to view. Users can customize their Dashboard and maximize or minimize dashboard controls called portlets.

See the User’s Guide.

My Worklist portlet displays tasks for which you are the Assignee or Approver and the current status is with you, and alerts for which you are the Assignee or Approver.

The Schedule Tasks portlet presents information about tasks and issues associated with schedules, enabling you to filter and sort the list into a form most convenient for roles and responsibilities. By default, the portlet displays tasks of all statuses for all Assignees for a specified schedule.

The Status Chart portlet provides a graphical representation of the progress of a schedule in terms of task status and alert status, with filtering mechanisms for adjusting the scope of the task set represented by the chart. The portlet is also a launch point into a schedule, bringing up the dashboard in a filtered state, matching the portlet configuration.

The Status Overview portlet presents an overview of a schedule, displaying daily workload and completion status.

Public Dashboard View

Whatever portlet configuration the Administrator establishes on the Public Dashboard View becomes the default Dashboard configuration for new (not existing) users when they open their dashboards.

Task List View

The Task List view is one of the transactional views (Calendar and Gantt views are also transactional views). It lists all tasks in a schedule or template. It provides a hierarchical (parent-child) view of tasks. You can filter the list of tasks to display only the ones in which you are interested.

For example, if you want to quickly and easily see a list of tasks in a hierarchical view and edit some information directly, you can use the Task List view.

By default, the list is sorted by the Starts column. You can click a column heading to sort by that column. Parent tasks are indicated by an arrow, which you can click to expand or collapse the display of their children.

Calendar View

Calendar views display all schedule or template tasks in traditional calendar format by Month, Week, or Day.

The Month view displays the days in standard calendar format. Tasks occurring on a day are displayed as a colored bar in the day, and span the days of the task. If the task spans a week, a small arrow icon is displayed on the task bar to indicate that the task continues to the next week.

The Week view displays the tasks of the specified week. The top section displays tasks that span multiple days. The second section displays tasks that are contained within one day. The tasks are displayed vertically, spanning the hours of the day.

The Day view is focused on one 24-hour day.

Parent tasks are not displayed in Calendar views.

For Templates, each of the calendar views displays the dates of the month relative to the zero day that the template has set for the close process. For example, instead of displaying March 26 or 27, the calendar view displays -5 and -4, denoting 5 and 4 days until the zero day.

Note:

Within the Gantt Chart and Calendar views, viewing a schedule or template with a very large number of tasks may cause the view to cycle a very long time. It is recommended to filter the view down to a smaller number of tasks when reviewing the schedule or template in these views.

Gantt View

The Gantt view displays a timeline for a schedule or template that graphically represents the duration of tasks and the dependencies between them. Bars represent duration, and arrows represent dependencies. You can view the predecessor relationships between tasks, for example, Task A must complete before Task B, and view the status of predecessor tasks. You can also see the parent-child task relationships (aggregations), in the hierarchy, for example, Task A is comprised of two subtasks, Task B and Task C.

You might choose to use the Gantt view when you create a template to see the predecessor relationships between the tasks, or to verify the precedence order after adding tasks to a schedule. You can use the Gantt view to see the status of predecessor tasks to other tasks, and see the status of tasks that are predecessors to other group member tasks.

Note:

Within the Gantt Chart and Calendar views, viewing a schedule or template with a very large number of tasks may cause the view to cycle a very long time. It is recommended to filter the view down to a smaller number of tasks when reviewing the schedule or template in these views.

You can drag new tasks into the Gantt view and update a task using a double-click or menu option. You can drag a task to a new start date and stretch the task duration. You can filter to flatten the task hierarchy and sort by task status. Tasks that have child tasks are indicated by an arrow, which you can click to expand or collapse the task hierarchies.

Selecting Views

You can select to view tasks from the two Dashboards, or one of the transactional views (Calendar, Gantt, or Task List).

If you have created a Close schedule, you can first open the schedule, then select a view.

To select a view, perform an action:

- From the Quick Links section, select a view.

- Select View, then select a view.

- From the toolbar, click a button for the view:

- BI Dashboard

- Calendar - Month

- Calendar - Week

- Calendar - Day

- Gantt

- Public Dashboard (Administrator only)

- Task List

Available View Actions

In the Calendar, Gantt, and Task List views, you can perform these actions:

- Hover over a task—Causes hovertext to display, showing the task name. For the Gantt view, this is available when hovering over the chart task bar and includes the task name.

- Left-click a task—Causes the task to highlight. The Task Panel at the bottom of the screen then updates to display the task’s information.

- Double-left-click a task—If the task is in a template or in an unopened schedule, the Task Details dialog box displays, where you can view and edit the task details. Otherwise, the Task Action dialog box displays.

- Right-click a task—Pops up a context-sensitive menu that enables you to perform certain actions. The menu contents vary depending on the task status and security role.

- Change View—You can click on the Quick Links list of views.

- Drag/Drop a Task Type onto the view—Drag a Task Type from the left side panel onto the view to create a new task of that type.

- New Task—Create a new task using the menu or toolbar.

You can perform these actions in the Gantt and Calendar views:

- Move a Task—You can click and drag a task to move it to a different day or hour.

- Change Duration—You can click and drag the right-side of a task to change its duration and end date.

- Multiple Select—On the Gantt view, you can multi-select tasks and perform actions; for example, delete.

In the Dashboard, for My Worklist, Schedule Tasks, and Status Chart, you can select one, all, or any number of schedules by multi-selecting.

Saving Views

As of Release 11.1.2.4.200, you can save views in all three Financial Close Management modules. The views or dashboards that support saved views are:

- Close Manager - Task list view, Gantt view, or Calendar view

- Task and Gantt views save the filter, the column selection, and sort order.

- Calendar view saves the filter and the mode (Month, Week, or Day)

- Supplemental Data Manager - Dataset dashboard and Workflow dashboard

- Account Reconciliation Manager - Profile list view, Reconciliation list view, or Transaction list view

To see all the saved views, click Manage Views. An administrator or power user can also select Publish at the top of the dialog to make that private version available to other users. The saved view is duplicated and there is now a private and public version. The public version will show a check mark in the Public column.

Another feature in Manage Views is Set Default. For a published saved view, an administrator or power user can set that view as the default so that saved view will not only be available to all users of that view type (i.e. Task List, Gantt, Calendar), but it will also be selected by default when a user opens that view type.

To use saved views:

1. Adjust the view to see the data you would like by adjusting filters, columns or sorting.

2. Click Save View at the top of the dialog. For example,

3. In the Save View dialog, enter a Name and optionally a description and click OK.

To see all the saved views, click Manage Views. An administrator or power user can also select Publish at the top of the dialog to make that private version available to other users. The saved view is duplicated and there is now a private and public version. The public version will show a check mark in the Public column.

Another feature in Manage Views is Set Default. For a published saved view, an administrator or power user can set that view as the default so that saved view will not only be available to all users of that view type (i.e. Task List, Gantt, Calendar), but it will also be selected by default when a user opens that view type.

Displaying Columns in Close Manager Views

From the Task List or Gantt views you can specify which columns to display in the view.

Selecting Columns

You can specify which columns to display in the view. You can also click Show More to select attributes and other columns.

In addition, in Gantt views, you can display a Path column that indicates a task path to its parent.

To select columns:

1. From Quick Links, select Gantt or Task List, then Columns.

The Attribute Selection box is displayed.

2. Select the columns and then click the arrows to bring them to the Selected box.

Reordering Columns

To reorder columns in the Task List and Gantt views:

1. From Quick Links, select Gantt or Task List

2. Do one:

- Select a column and drag it to a new location

- Click Columns to open the Attribute Selection box. In the Selected section select a column attribute and click the Up and Down arrows to reorder.

3. Click OK.

Changing Column Widths

To change column width:

1. Hover over the right side of the column until the icon changes to a double bar indicating that the column width can be adjusted.

2. Drag the right side of the column to resize it.

Sorting Columns

To sort columns in the Task List and Gantt views:

1. From Quick Links, select Gantt or Task List.

2. Hover over a column header until the Sort icons display, then click Sort Ascending or Sort Descending .

Navigating in Task Lists

In the Task List view, you can use menu options to expand and collapse the full or partial list of tasks, or scroll to the first or last task in the list.

To navigate the task list:

1. From Quick Links, select Gantt or Task List.

2. Select View, then select an option:

- Detach

- Expand

- Expand All Below

- Collapse All Below

- Expand All

- Collapse All

- Scroll to First

- Scroll to Last

Filtering Views in Close Manager

You can use filters to define and view a subset of tasks to which you have security access. You can filter on various attributes such as Task Type, Active, Assignee, Priority, Owner, Approver, and Status.

A number next to each attribute indicates the number of tasks associated with that attribute. For example, if 10 tasks have a Completed status, the Completed attribute in the Status category shows (10). For attributes with a large number of values, the system displays the top ten items sorted in descending order, and displays a “+ more” link that you can click to view more items. Attributes that you created are also displayed and selectable.

When you select values of one attribute, the possible choices of other attributes may change depending on the data. For example, suppose you select Status and Owner attributes. If you filter the Status attribute to show only the Pending tasks, the Owner attribute displays only owners of Pending tasks.

Note:

You can only filter on attributes that have the Display option enabled. You cannot filter on dynamic fields, for example, numbers.

Creating Filters

To create filters:

1. On the Filter panel, click Manage Filters .

2. Click New.

3. Enter:

- Name

- Description

- Type—Select one type: Schedule or Template

- Public—Select if anyone can view this filter

- Filter Definition
A group of conditions that limit the list.

- Condition—You can define the properties of a condition or group:

- Conjunction
Select And or Or. These state how this condition or group relate to prior sibling conditions or groups. This field is enabled only if the selected node is not the first child of its parent node.

- Attribute—An attribute is a field or value that a condition will be comparing to a value for inclusion in the result set of a filter. However, for the case of a filter, an attribute denotes more than the list of user-defined attributes.

- Operand—States what kind of evaluation to perform against the attribute.

- Value—Specifies what values to compare the attribute against. The type of attribute determines what input field is available.

4. Click Save Filter.

5. Enter a name for the saved filter, and click Save and Close.

Tip:

To view saved filters, select the drop-down list at the top of the Filters panel.

Deleting Filtered Views

You can delete filtered views that you no longer need.

To delete a filtered view:

1. Select Manage, then Filters.

2. From the list of filtered views, select a filtered view to delete.

3. Click Delete.

4. At the delete confirmation prompt, click Yes.

Viewing Task Summary Information

When you select a task in the Calendar, Gantt, and Task List views, you can view summary information from the Task Panel at the bottom of the view pane. Properties, Workflow, and Predecessors are displayed for the selected task.

The Properties pane displays the task name, status, start and end dates, and Owner.

The Workflow pane displays the Assignee and Approvers for the task.

The Predecessors pane displays Parent Tasks and Child Tasks. The predecessors are displayed in a hierarchy. You can click on a predecessor task to update the panel with the predecessor task information.

To view summary information, from a Calendar, Gantt, or Task List view, select a task.

- To expand and collapse the panes, click on the black triangles on either side of the pane bars.

- To resize the panes, hover over the pane, click to grasp a side, and then drag it.

Task Status

Table 5-1 Task Status Descriptions

Status

Icon

Description

Pending

Task awaiting action; not in progress yet

Open

Task is in progress with Assignee or Approver

Closed

Task is complete with Success or Warnings

Error

Task is complete but with errors

6 Managing Task Types

Related Topics

- Task Types

- Creating Task Types

- Setting Task Type Properties

- Setting Task Type Parameters

- Specifying Task Type Instructions

- Assigning Task Type Attributes

- Specifying Task Type Questions

- Working With Task Type Rules

- Viewing Task Type History

- Editing Task Types

- Viewing Task Types

- Searching for Task Types

- Importing Task Types

- Exporting Task Types

- Deleting Task Types

Task Types

Task Types are saved definitions of commonly performed tasks. They identify and categorize tasks commonly performed during a close period, for example, Data Entry or General Ledger Extract. Task Types enable you to set default information, such as settings that must be input by the user, and questions or instructions that are shared by all tasks of that type. For example, if you have a set of required questions to be answered by users responsible for data loads, you can create a Data Load Task Type with the required questions. When you create data load tasks, you can select the Data Load Task Type and the questions are automatically included in the tasks.

Two predefined Task Types are installed by default:

- Basic Task: Basic Task Type that does not contain instructions, questions, or attributes.

- Parent Task: Enables you to create parent tasks to define task hierarchies.

To create and manage Task Types, you must be assigned the Close Administrator or Power User security role. Power Users can create their own Task Types, but can only view those of others.

Creating Task Types

Task Types enable you to set default information for a task, such as settings that need to be input by the user, or questions or instructions that are shared by all tasks of that type.

To create a Task Type:

1. From the menu, use one of these methods:

- From a Task List, highlight a task, select Tools, then Create Task Type to create a Task Type based on that task.

- Select Manage, and then Task Types. Click New.

2. See also:

- Setting Task Type Properties

- Setting Task Type Parameters

- Specifying Task Type Instructions

- Specifying Task Type Questions

- Assigning Task Type Attributes

- Working With Task Type Rules

- Viewing Task Type History

Setting Task Type Properties

The Properties tab enables you to set the name, ID, and description, and associate an Integration Type. If you select a System-Automated Integration Type, you can specify a user known as the Run As ID under which tasks of this type are run, unless overridden.

For End User Types, you can allow an Assignee to open a pending task prior to the scheduled time, if all task predecessor conditions have been met.

To set Task Type properties:

1. Create a new Task Type. See Creating Task Types.

The Properties tab is displayed by default.

2. Enter a name for the Task Type.

3. Enter a Task Type ID that can be used to identify the Task Type.

4. Enter a Task Type description.

5. To specify an Integration Type, click Browse to search for and select an Integration Type, then click OK. Selecting an Integration Type enables the Task Type to inherit the parameters from that Integration Type.

6. If you selected a System-Automated Integration Type, the Run As box displays. Click the Select Run As Account icon, search for and select a user under which tasks of this type are run, and click OK.

7. Optional: For an End-User Type, select Allow Early Start to allow the Assignee to open the task before the scheduled start time.

8. See also:

- Setting Task Type Properties

- Setting Task Type Parameters

- Specifying Task Type Instructions

- Specifying Task Type Questions

- Assigning Task Type Attributes

- Working With Task Type Rules

- Viewing Task Type History

Setting Task Type Parameters

The Parameters tab enables you to set the parameters for the Task Type.

Note:

The Parameters tab is available only if you have selected an Integration Type that has parameters that must be defined. Parameter values can be set at the Task Type level or at the task level.

Some tasks contain parameters that need to be changed each time that they are applied to a schedule. For example, date-driven parameters for Data Entry tasks may need to be set to the current month each time they are added to a schedule. When you set Task Type parameters, you can specify which parameters can be overridden during the scheduling process.

To set Task Type parameters:

1. Select Manage and then Task Types. Click New.

2. From the New Task Type dialog box, select the Parameters tab.

3. Enter parameter values as required.

4. Optional: To enable the parameter to be overridden at scheduling time, select Override at scheduling.

5. See also:

- Setting Task Type Properties

- Setting Task Type Parameters

- Specifying Task Type Instructions

- Specifying Task Type Questions

- Assigning Task Type Attributes

- Working With Task Type Rules

- Viewing Task Type History

Specifying Task Type Instructions

You can create a set of instructions for completing tasks. You can also add references to repository documents, files, or URLs to websites. For example, you can attach a policy document as a reference, or a link to a product instruction guide.

To specify instructions:

1. Select Manage and then Task Types. Click New.

2. Select the Instructions tab.

3. In Instructions, enter the instruction text.

To add a reference:

1. In the References section, click Add.

2. From the Type list, select one of these types:

- Local File
Enter a name, click Browse to select and attach the file, and click OK.

- URL
Enter a URL name, then enter the URL, for example: Oracle, http://www.oracle.com, and click OK.

- Optional: Repository File
From the file list, select the file, and click OK.

Note:

The Repository File option is only available if the module is configured with Oracle Enterprise Content Management.

3. See also:

- Setting Task Type Properties

- Setting Task Type Parameters

- Specifying Task Type Instructions

- Specifying Task Type Questions

- Assigning Task Type Attributes

- Working With Task Type Rules

- Viewing Task Type History

Tip:

To delete a reference, select the reference, and click Delete.

Assigning Task Type Attributes

To locate Task Types in the system, you can apply attributes to the Task Type. When you select an attribute, you can set a value for the attribute based on the attribute type. You can later filter by the attribute value.

For example, you may have a List attribute named Sales Region with the values of North, South, East, and West. The current Task Type applies only to the West Sales Region, so you can add the Sales Region attribute and set it to “West.”

To apply an attribute:

1. Select Manage and then Task Types. Click New.

2. Select the Attributes tab.

Enables administrators to assign attributes and provide values for the attributes.

Attributes are created in: Defining Attributes.

>To add an attribute, select Actions, and then Add. Enter:

- Attribute
Select an attribute from the list of defined attributes. See Defining Attributes.

- Type
This noneditable field is populated by the Attribute.

- Value
Select a value associated with the type of attribute; for example: a numeric value for Formatted Number attribute, a List for List attribute, multiple lines of displayed text without scrolling for Multi-Line Text, a name of a person, User, or Yes or No for the Yes/No attribute.

- Access

All roles have view access unless otherwise specified in the Access box.

To add an access, for each of the roles:

a. Click Add.

b. Select a role: Owner, Assignee, Approver, with separate roles for each Approver level currently in use in the application, or Viewer.

c. Select one of the Role access types.
The Multi-Line Text Box has 2 access tabs:

- Text Box tab:

- Do Not Display—Does not see this attribute on the Task Actions dialog box, or in any of the dashboards, list views, or reports.

- Allow Edits—Has the ability to add, change, and remove values for the attribute, but subject to the editability rules.

- Required—Requires a value for the attribute. The Required option is available for Assignees and Approvers. Until a value is provided, Assignees are prevented from submitting, and Approvers are prevented from approving.

- Attachments tab:

- Do Not Display—Does not see this attribute on the Task or Task Actions dialog box, or in any of the dashboards, list views, or reports.

- Add and Remove—Has the ability to add files and remove files that they themselves added, but subject to the editability rules.

- Required—Requires at least one file. The Required option is only available for Assignees and Approvers.

- Add and Remove All—Can add their own files, remove their own files, and also remove files added by other roles.

d. Click OK.

3. Click OK.

4. See also:

- Setting Task Type Properties

- Setting Task Type Parameters

- Specifying Task Type Instructions

- Specifying Task Type Questions

- Assigning Task Type Attributes

- Working With Task Type Rules

- Viewing Task Type History

Specifying Task Type Questions

You can specify Task Type questions that apply to all tasks with that Task Type.

Note:

The Questions tab is not available for a Task Type that uses an automated Integration Type.

To specify questions:

1. Select Manage and then Task Types. Click New.

2. Select the Questions tab.

3. Click New.

4. From the New Question dialog box, for Question, enter the text for the question.

5. From the Type list, select a question type:

- Date

- Date and Time

- Integer

- List

Enter a list of valid responses to the question.

- Multi-Line Text
The maximum length should be less than 4,000 characters.

Select Multi-Line Text, then enter the Number of Lines, from 3 to 50 lines. Multi-Line Text determines how many lines of text are visible, without scrolling, on the Actions dialog boxes.

For Multi-Line text type: For Multi-Line text type: on the Reconciliation Actions dialog box.

- Number

If you select Number, select number formatting options:

- For Decimal Places, enter a value for the number of decimal places to display.

- Select the Thousands Separator option if you want numbers to display a thousands separator (for example, 1,000.00)

- From the Currency Symbol list, select a currency symbol, for example, Dollars ($).

- From the Negative Number list, select how to display negative numbers, for example, (123).

- From the Scale list, select a scale value for numbers, for example, 1000.

- Text

- True or False

- User

- Yes or No

6. Assign a Role. The purpose of assigning a role is to determine which role can answer the question:

- Assignee

- Approver

- Owner

- Viewer

Note:

When re-ordering questions, you can only re-order within a role.

7. If the question is required, select Required: Users can close a reconciliation without answering their questions, but they cannot Submit or Approve.

Note:

The Required checkbox is disabled for Questions assigned to Owner or Viewer roles.

8. Click OK to save the question.

9. Optional: To change the order of questions, select a question, then click Move to Top, Move Up, Move Down, or Move to Bottom.

Tip:

To edit a question, select the question and click Edit. To remove a question, select the question and click Delete.

10. Click Save and Close to save the Task Type.

11. See also:

- Setting Task Type Properties

- Setting Task Type Parameters

- Specifying Task Type Instructions

- Specifying Task Type Questions

- Assigning Task Type Attributes

- Working With Task Type Rules

- Viewing Task Type History

Working With Task Type Rules

Task Type Rules apply to all Tasks of the same Task Type and thus serve as a convenient mechanism to apply rules to groups of Tasks. Rules configured on the Task Type dialog propagate down to the Edit Task Dialog, appearing on the Rules tab in that dialog, in read-only form for template tasks, and copied to schedule tasks.

Auto Approve Task: Automatically completes specified approvals only if specified conditions have been met.

Example of conditions that could apply to this rule: If attributes have specified values (including calculated attributes)

When conditions are satisfied, the specified approver levels are marked as complete, thus progressing workflow to the next approval level, or to Closed if no additional approval levels exist.

Auto Approve Task runs when the Task status changes to Open with Approver.

Auto Submit Task: Causes a task to be submitted automatically if specified conditions are met.

When conditions are satisfied, the assignee role is marked as complete, thus progressing workflow to the first approval level, or to Closed if no approval levels exist.

Auto-Submit Task rule runs when the Task status changes from Pending to Open with Assignee.

Prevent Task Approval

This rule prevents approval of a task based on attribute values, or other characteristics. This rule runs when the Approver clicks Approve.

Prevent Task Submission

This rule prevents submission of a task based on attribute values, or other characteristics. This rule runs when the Assignee clicks Submit.

To work with task type rules:

1. Select Manage, and then Task Types.

2. Click a task type and then click Edit.

3. Select the Rules tab. You can view the following information:

- Order—The order of precedence. See Order of Precedence Rules for Close Manager.

- Rule—Name of the Rule

- Conditions—The choice of what conditions must exist before running the rule

4. To edit a rule, on the Rules tab, click Edit and update:

- Rule—Select a rule.

- Description—Optional. Explain why you configured the rule and how should be used.

- Message (On some rules)

- Message to Approver—Define an optional message to approver in a prevent task approval rule.

- Message to Assignee—Define an optional message to assignee in a prevent task submission rule.

- Approver Level—Select the rule for all levels or select the Approver levels.

Note:

The Approver Level must be set on the Auto Approve Task rule, and the Prevent Task Approval rule.

- Select Create Filter and populate the conditions section or select Use Saved Filter, and then select a filter. The filter selected and configured for the rule determines the conditions that trigger the rule to apply.

- Conditions—Select one:

- Use Saved Filter—The Conditions section displays a read-only version of the conditions associated with the saved filter.

- Create Filter—The Condition section is enabled.
Conjunction, Source, Attribute, Operand, and Value behave as they do for the existing advanced filter feature.

5. See also:

- Setting Task Type Properties

- Setting Task Type Parameters

- Specifying Task Type Instructions

- Specifying Task Type Questions

- Assigning Task Type Attributes

- Working With Task Type Rules

- Viewing Task Type History

Viewing Task Type History

The system maintains a history of Task Type actions, which you can view from the Manage Task Types dialog box. The History tab displays the components that were updated, the modification type, the old and new values, the user who made the modification, and the change date. The information on the History tab is read-only and cannot be changed.

To view Task Type history:

1. Select Manage then Task Types.

2. Select a Task Type.

3. Click Edit.

4. Select the History tab.

5. When you finish, click Save and Close or Cancel.

6. See also:

- Setting Task Type Properties

- Setting Task Type Parameters

- Specifying Task Type Instructions

- Specifying Task Type Questions

- Assigning Task Type Attributes

- Working With Task Type Rules

- Viewing Task Type History

Editing Task Types

From the Manage Task Types dialog box, you can edit Task Types. For example, you can add or delete attributes, edit parameters, add or delete questions, edit instructions, or change the order of questions.

Editing Task Types may have an effect on tasks that are created from the Task Type. For tasks in a template, the effect is immediate. Changes to the Task Type (instructions, questions, and so on), are automatically updated in tasks of that type. There is no effect if you edit a Task Type in a schedule.

To edit a Task Type:

1. Select Manage then Task Types.

2. Select the Task Type that you want to edit.

3. Use one of these methods:

- Select Actions, and then Edit.

- Click the Edit icon.

- Right-click and select Edit.

4. Select the tab for the information you want to edit and edit the Task Type.

5. Click Save and Close.

Viewing Task Types

In Manage Task Types, you can specify columns to display for the list of Task Types, or show all. You can reorder columns, sort columns by ascending or descending order, or change the column widths.

To display columns:

1. Select Manage then Task Types.

2. Select View, then Columns, and then select an option:

- To display all columns, select Show All.

- To display specific columns, select or deselect the column names.

To reorder columns:

1. Select Manage then Task Types.

2. Select View, then Reorder Columns.

3. Select columns and use the Up and Down arrows to reorder.

4. Click OK.

To sort columns:

1. Select Manage then Task Types.

2. Hover over a column header until the Sort icons display, then click Sort Ascending or Sort Descending .

To change column widths:

1. Hover over the column header dividers until the double bars display.

2. Drag the columns to the desired width.

Searching for Task Types

You can use the Task Types dialog box to find Task Types. You can enter full or partial names on which to search.

To search for Task Types:

1. Select Manage then Task Types.

2. Click the > sign to expand the Search box.

3. Enter full or partial search criteria for the Task Type.

4. Optional: For additional search operators (such as Contains, Starts with, Ends with), click Advanced, and enter search criteria.

Tip:

Click Add Fields to select additional fields for search criteria.

5. Click Search.

Tip:

To reset the list to display all Task Types, click Reset.

Importing Task Types

You can import Task Types or partial Task Type information from text files. The process is similar to importing tasks into a template.

Note:

Task Type rules cannot be imported. Use Oracle Hyperion Enterprise Performance Management System Lifecycle Management to import Task Type rules.

For details on the file format, see Task Import File Format.

To import Task Types, you must have the Close Administrator or Close Power User security role.

To import Task Types:

1. Click Manage, and then Task Types.

2. Click Actions, and then Import.

3. Click Browse and navigate to the file.

4. Select an import option:

- Replace—Completely replaces the definition of a Task Type with the definition in the import file. This option replaces all Task Type detail with the information that is in the file that you are importing. It does not affect Task Types that are not specified in the import file.

- Update—Updates partial information for Task Types. This option is not a full replacement of the Task Type details. Only details for the Task Type properties specified in the file are updated.

The system displays a warning that task types matching a task type ID in the import file will be modified. If you do not want to overwrite the task type, click Cancel.

5. Date Format

Note:
This feature is available only in 11.1.2.4.100 (patch 20307212). For information about new features and updating to release 11.1.2.4.100, see My Oracle Support https://support.oracle.com

Select a Date Format from the drop down list of allowed date formats. Date formats are not translated. By default, the date format is set to the locale date format of the exported file location.

For example:

- MM/dd/yyyy

- dd/MM/yyyy

- dd-MMM-yy

- MMM d, yyyy

6. Click Import.

Exporting Task Types

You can export Task Types to a comma-separated values (CSV) file, which can be read by Excel, then modify and reimport the file.

Note:

Task Type rules cannot be exported. Use Oracle Hyperion Enterprise Performance Management System Lifecycle Management to export Task Type rules.

To export Task Types:

1. From Manage Task Types, select a Task Type, then click Export.

2. Click Save File, and then OK.

3. Select a location in which to save the file, and click Save.

Deleting Task Types

You can delete Task Types that you no longer need. To delete a Task Type, you must have Close Administrator or Power User security rights.

Note:

You cannot delete a Task Type if tasks belong to it.

To delete a Task Type:

1. From Manage Task Types, select the Task Type that you want to delete.

2. Use one of these methods:

- Select Actions, and then Delete.

- Click the Delete icon.

- Right-click and select Delete.

3. At the delete confirmation prompt, click Yes.

7 Managing Templates

A template defines a repeatable set of tasks required for a close period. It is used as a basis for creating schedules. You can create templates for different types of close periods, such as monthly or quarterly. You use templates to generate schedules for specific close periods.

Template tasks are not assigned to specific days on a calendar, but are defined using generic days, for example, day-3, day-2, day-1, day 0, based on close process activities. You apply the task flow defined in the template to calendar dates when you create schedules.

If you are a Close Administrator or Power User you can create, edit, delete, and have viewer rights to templates.

Creating Templates

You can create templates for specific tasks, such as a Quarterly template to encompass all tasks involved in a quarterly close. You might further define separate templates for a Headquarters Quarterly Close and a Regional Quarterly Close.

When you create a template, you can assign users or groups as viewers. A Power User viewer can view the template details and template tasks as read-only. A Close User viewer has no template access, and only read-only access to schedules produced from the template.

To create a template:

1. Select Manage then Templates.

2. Click New.

3. Enter the necessary information in the template tabs:

- Setting Template Properties

- Specifying Template Instructions

- Assigning Viewers

- Applying Template Attributes

- Specifying Day Labels

- Embedding Templates

- Working With Template Rules

- Viewing Template History

Setting Template Properties

The Properties tab enables you to specify the template name, description, owner, and time span.

You must assign a template owner to every template, which must be a Close Administrator or Power User. The current ID is the default owner. The template owner is also the default owner of all tasks in the template unless overridden at the task level.

Tasks in a template are organized by numeric template days. Each template has a Day Zero, which is usually the day the company closes its books. You can specify the number of days a template tracks before and after the Zero day. Days before Day Zero are represented as Day-5, Day-4, and so on. Days after Day Zero are represented as Day 3, Day 4, and so on. A template has at least one day (Day Zero), even if you do not specify days before or after it.

Note:
Viewers of an embedded template within the main template cannot see the entire schedule tasks. If you want viewers to have access, add the viewer to each of the embedded template's tasks.

To set template properties:

1. From the New or Edit Template dialog, on the Properties tab, enter:

- Name

- Description

- Organizational Unit

2. Enter the time span for the template.

- For Number of Days Before Day 0, select a number.

- For Number of Days After Day 0, select a number.

3. For Owner, use the default owner or click Select Owner . Administrators, Power Users, or Teams/Groups configured with the Administrator or Power User roles are the only roles that will display when the user clicks Search to select a user to assign as an Owner. Any member of the Shared Services group can perform the role, but the same person cannot perform more than one role.

4. Enter the necessary information in the template tabs:

- Setting Template Properties

- Specifying Template Instructions

- Assigning Viewers

- Applying Template Attributes

- Specifying Day Labels

- Embedding Templates

- Working With Template Rules

- Viewing Template History

Specifying Template Instructions

You can specify instructions in the template for completing the close process. Users can view the instructions from tasks in the template. The instructions are also transferred to each schedule.

You may also want to supply additional detail to help users understand the purpose of the template and how to complete the tasks. You can attach additional references.

To specify template instructions:

1. From the New or Edit Template dialog, select the Instructions tab.

2. In Instructions, enter instruction text for each task in the template to include.

3. Click OK.

To add a reference:

1. In the References section, click Add.

2. From the Type list, select one of these types:

- Local File
Enter a name, click Browse to select and attach the file, and click OK.

- URL
Enter a URL name, then enter the URL, for example: Oracle, http://www.oracle.com. and click OK.

- Optional: Repository File
From the file list, select the file, and click OK.

Note:

The Repository File option is only displayed if the module is configured with Oracle Enterprise Content Management.

3. Enter the necessary information in the template tabs:

- Setting Template Properties

- Specifying Template Instructions

- Assigning Viewers

- Applying Template Attributes

- Specifying Day Labels

- Embedding Templates

- Working With Template Rules

- Viewing Template History

Assigning Viewers

The Viewers tab enables you to assign viewer rights to users who may view tasks in the schedule and schedule tasks that are generated from the template. You can assign multiple users to a template as viewers. Viewers can be a group assignment. A Power User viewer can view the template details and template tasks as read-only. A Close User viewer has no template access, and only read-only access to schedules produced from the template.

To assign viewer rights:

1. From the New or Edit Template dialog, select the Viewers tab.

2. Click Add.

3. To search by users or groups, click Search Users, then select Users, Groups, or Teams.

4. Enter a full or partial user name, then click Search. The user id is displayed next to user name to help identify the correct user.

5. Optionally, to help identify a user, click Advanced, then enter a User ID, Email address, or Description.

6. From the Search Results list, select IDs, then move them to the Selected box.

7. For additional details about the user, such as groups and roles, click Details.

8. Click Add or Add All to move users to the Selected list.

Tip:

To remove users, select them and click Remove or Remove All.

9. Enter the necessary information in the template tabs:

- Setting Template Properties

- Specifying Template Instructions

- Assigning Viewers

- Applying Template Attributes

- Specifying Day Labels

- Embedding Templates

- Working With Template Rules

- Viewing Template History

Applying Template Attributes

To locate templates in the system, you can apply attributes to the template. When you select an attribute, you can set a value for the attribute based on the attribute type. You can later filter by the attribute value.

For example, you may have a List attribute named Sales Region with the values of North, South, East, and West. The current template applies only to the West Sales Region, so you can add the Sales Region attribute and set it to “West.”

To apply an attribute:

1. From the New or Edit Template dialog, select the Attributes tab.

2. Click Add.

3. From the Attribute list, select an attribute.

4. For Value, depending on the attribute, select a value for the attribute from a drop-down list, or enter a value.

5. Click OK.

6. Enter the necessary information in the template tabs:

- Setting Template Properties

- Specifying Template Instructions

- Assigning Viewers

- Applying Template Attributes

- Specifying Day Labels

- Embedding Templates

- Working With Template Rules

- Viewing Template History

Specifying Day Labels

You can customize the names of days in the template. For example, you can rename Day 2 to Data Entry Day. Editing the name of the day does not change its sequential order.

Day Labels created in a template are copied to any schedule created from the template.

To specify day labels:

1. From the New or Edit Template dialog, select the Day Labels tab.

2. Select a day to rename.

3. Rename the day from its default value to a custom name.

4. Click OK.

5. Enter the necessary information in the template tabs:

- Setting Template Properties

- Specifying Template Instructions

- Assigning Viewers

- Applying Template Attributes

- Specifying Day Labels

- Embedding Templates

- Working With Template Rules

- Viewing Template History

Embedding Templates

You can reuse tasks from one template in another by embedding a template into another template. When you schedule tasks for a template, tasks for embedded templates are also scheduled.

For example, the Quarterly close process may be the same as the Monthly close process with some additional quarterly-only tasks. Instead of copying the Monthly template, you can specify that the Quarterly template embeds the Monthly template so if you change the Monthly template, you do not need to update the Quarterly. When you generate a schedule from the Quarterly template, the schedule includes the tasks from the Monthly template.

Note:

Only one level of embedding is possible. For example, if Template A is embedded in Template B, then Template B cannot be embedded in another template.

To embed templates:

1. From the New or Edit Template dialog, select the Embedded Templates tab.

2. From the Available Templates list, select a template to embed.

3. Click Move to move the template to the Embedded Templates list.

Tip:

To remove a template or templates, select the template from the Embedded Templates list and click Remove or Remove All to move it to the Available Templates list.

4. Click OK.

5. Enter the necessary information in the template tabs:

- Setting Template Properties

- Specifying Template Instructions

- Assigning Viewers

- Applying Template Attributes

- Specifying Day Labels

- Embedding Templates

- Working With Template Rules

- Viewing Template History

Note:
Viewers of an embedded template within the main template cannot see the entire schedule tasks. If you want viewers to have access, add the viewer to each of the embedded template's tasks.

Working With Template Rules

Template rules apply to all tasks in the template, and rules are also applied to groups of tasks. Rules that you configure in the Template dialog box apply to the Schedule dialog box and the Edit Task dialog box, and they are displayed on the Rules tabs, in read-only form.

Auto Approve Task: Automatically completes specified approvals if specified conditions have been met.

Examples of conditions that could apply to this rule:

- Attributes have specified values (including calculated attributes)

- Predecessor task contains an attribute with a specified value

When conditions are satisfied, the rule causes the specified approver levels to be marked as complete, and workflow progresses to the next approval level or is closed if no additional approval levels exist.

This rule runs when the Task status changes to Open with Approver.

Auto Submit Task: Automatically submits a task if specified conditions are met.

When conditions have been satisfied, the rule causes the assignee role to be marked as complete, thus progressing workflow to the first approval level, or to Closed if no approval levels exist.

Notes:

1. Auto Submit Task runs when the Task status changes from Pending to Open with Assignee. Auto Submit Task rule honors predecessor relationship. It will only run when FINISH-TO-FINISH predecessors have completed without error and FINISH ERROR-TO-FINISH predecessors have completed. When a FINISH-TO-FINISH predecessor is Closed by either user or rules, it should check for its RUNNING successors and trigger Auto Submit Task rules if necessary.

2. Auto Submit Task rule is not triggered when the task has missing parameters.

Prevent Task Approval

This rule prevents approval of a task based on attribute values, or other characteristics. This rule runs when the Approver clicks Approve.

Prevent Task Submission

This rule prevents submission of a task based on attribute values, or other characteristics. This rule runs when the Assignee clicks Submit.

To work with template rules:

1. Select Manage, and then Templates.

2. Double-click a template.

3. Select the Rules tab. You can view the following information:

- Order—The order of precedence. See Order of Precedence Rules for Close Manager.

- Rule—Select the Rule

- Conditions—The choice of what conditions must exist before running the rule

4. To create or edit a rule, on the Rules tab, click Create or Edit and update:

- Rule—Select a rule.

- Description—Optional. Explain why you configured the rule and how should be used.

- Approver Level—Select the rule for all levels or select the Approver levels

- Select Create Filter and populate the conditions section or select Use Saved Filter, and then select a filter. The filter selected and configured for the rule determines the conditions that trigger the rule to apply.

- Conditions—Select one:

- Use Saved Filter—The Conditions section displays a read-only version of the conditions associated with the saved filter.

- Create Filter—The Condition section is enabled.
Conjunction, Source, Attribute, Operand, and Value behave as they do for the existing advanced filter feature.

- Filter Task - Specify on which task the conditions should be selected: Current Task, Any Predecessor, Specific Task (Provide the Task ID).

5. To delete, duplicate, or reorder a rule, click the appropriate button and follow the instructions.

6. Enter the necessary information in the template tabs:

- Setting Template Properties

- Specifying Template Instructions

- Assigning Viewers

- Applying Template Attributes

- Specifying Day Labels

- Embedding Templates

- Working With Template Rules

- Viewing Template History

Viewing Template History

The system maintains a history of template actions, which you can view from the Template dialog box. The History tab displays the components that were created or updated, the modification type, the old and new values, the user who made the modification, and the change date. The information on the History tab is read-only.

To view template history:

1. Select Manage then Templates.

2. Select a template for which to view history.

3. Click Edit.

4. Select the History tab.

5. Click OK.

6. Enter the necessary information in the template tabs:

- Setting Template Properties

- Specifying Template Instructions

- Assigning Viewers

- Applying Template Attributes

- Specifying Day Labels

- Embedding Templates

- Working With Template Rules

- Viewing Template History

Opening Templates

You can open templates from the Manage Templates dialog box.

To open a template:

1. From Manage Templates, select a template.

2. Use one of these methods:

- Select Actions, and then Open.

- Click the Open icon.

- Right-click and select Open.

Adding Tasks to Templates

You can add tasks to templates. Each task has a start date and time. End-User tasks also have an end date and time, and System-Automated tasks have a duration when added to a template. The start day in a template corresponds to template days, rather than to calendar days.

Note:

For detailed information on creating tasks, see Creating Tasks.

To add a task to a template:

1. Open an application and select Manage then Templates.

2. Select and open a template.

3. Add tasks as required.

4. Click OK.

Editing Templates

You can edit templates to change the properties, such as the name of a template and the number of days before and after Day Zero. If you reduce the number of days before or after the Day Zero, tasks associated with those days are removed. Editing a template has no effect on schedules previously generated from that template.

You can edit, copy, and delete tasks in a template. See Editing Tasks.

You must be working in the source template to edit tasks from embedded templates.

To edit a template:

1. Select Manage then Templates.

2. Select a template and click Actions, and then Edit.

3. Edit the template properties.

4. Click OK.

Importing Tasks into Templates

You can import tasks, or partial task data, from text files such as a Microsoft Excel spreadsheet, into a template. For example, you can enter task definitions as rows in Excel, save the file as a comma-separated values (CSV) file, and then import it into a template. You can also use the Import feature to quickly add many repetitive tasks by editing the fields in a text file and importing it, rather than creating individual tasks.

Note:

Before you import tasks into a template, you must specify task IDs that are unique in the template to ensure that no two tasks have the same ID.

For details on the file format, see Task Import File Format.

To import tasks, you must have security rights to edit the template.

Two options are available for importing tasks into a template:

- Replace
Replaces the definition of a task with the definition in the import file. This option replaces the task detail with the detail that is in the file that you are importing. It does not affect other tasks in the template that are not specified in the import file.

- Update
Updates partial information for tasks. For example, in the import file, you might have made changes to task instructions, reassigned Owners, Assignees, and Approvers, or removed some attributes and added new attributes. You might also have made the same change to a large number of tasks, for example, adding a new attribute to 100 of 400 tasks. The update option is not a full replacement of the task details. Only details for the task properties specified in the file are updated. For example, if the import file has only a column for a task instructions, the task name, Assignee, attributes, and other properties are not affected.

To import tasks into a template:

1. From Manage Templates, select a template into which to import tasks.

2. Click Import Tasks.

3. Enter the name of the file to import, or click Browse to find the file.

4. Select an import option:

- Replace—Replaces the definition of a task with thedefinition in the import files. It does not affect other tasks that are not specified in the import file.

- Update—Updates partial information for tasks. For example, in the import file, you might have made changes to task instructions, reassigned Owners, Assignees, and Approvers, or removed some attributes and added new attributes. You might also have made the same change to a large number of tasks, for example, adding a new attribute to 100 of 400 tasks. The update option is not a full replacement of the task details. Only details for the task properties specified in the file are updated. For example, if the import file has only a column for a task instructions, the task name, Assignee, attributes, and other properties are not affected.

Note:

The system displays a warning that tasks in the template that match a task ID in the import file will be modified. If you do not want to overwrite the task, click Cancel to cancel the import process.

5. Date Format

Note:
This feature is available only in 11.1.2.4.100 (patch 20307212). For information about new features and updating to release 11.1.2.4.100, see My Oracle Support https://support.oracle.com

Select a Date Format from the drop down list of allowed date formats. Date formats are not translated. By default, the date format is set to the locale date format of the exported file location.

For example:

- MM/dd/yyyy

- dd/MM/yyyy

- dd-MMM-yy

- MMM d, yyyy

6. Click Import.

- If the import is successful, the “Import Success” dialog box is displayed, indicating that the template name, the name of the file containing the tasks, and the total number of tasks imported. Click OK.

- If errors are found, the import process is not run, and the “Import Errors” dialog box displays errors. View the errors, then click OK to return to Manage Templates.

Task Import File Format

The task import file enables you to specify the task information that you want to import into a template. The first row contains only the column headings that identify the data in that column, for example, TaskName. Separate rows are used to define each task.

Each task in the file must be given a unique ID in the TaskID column. You use the numeric IDs to uniquely identify predecessors and parent tasks. For example, when you enter a parent task in the Parent column, you enter the numeric ID of the task rather than the task name.

When you use the Replace or Replace All options, you can add, remove, and shift the columns but you cannot remove required columns. When you use the Update option, there are no required columns except TaskID, or TaskTypeID when you are importing Task Types. The data in each column must match the column ID in the first row.

Many column IDs may have an indeterminate amount of values. For example, a task may have many viewers. You can add parameters by modifying the ending number, for example, Viewer4, Viewer5, and so on.

The numbers that you append to the column IDs for Approvers, Questions, or References only represent the relative order with the other approvers, questions, or references. When you update these, the system matches by the name of the approver, question, or reference without regard to the number in the file format column. To replace question text, approvers, or reference names, you must use Replace mode. When you select Update mode, the system only adds a new question, approver, or reference if the file names do not match.

All Text Lookup rows in the file must match values stored in the application. For example, if you are importing Task Types, you must have specified values for them when you set up the application. For groups of column headings, if you have a certain number of one of the group, you must have the same number for other members. For example, if you have QText5, there must be a corresponding QType5.

Column ID

Description

Type

TaskID

ID of task. Maximum of 80 characters.

Text

TaskName

Name of task

Text

TaskType

Task Type

Text Lookup

Description

Full description of task. Maximum of 1000 characters.

Text

Priority

Task priority (High, Medium, Low)

Text Lookup

StartDate

Start date, in template days (for example, -5, 0, 1, 12)

For schedules, the start date must be a calendar date in the locale format.

Integer

StartTime

Start time in HH:MM (24-hour), for example: 13:00

Integer

EndDate

User tasks only, in template days (for example, -5, 0, 1, 12)

For schedules, the end date must be a calendar date in the locale format.

Integer

EndTime

User tasks only, in HH:MM (24-hour), for example, 13:00

Integer

Duration

Task duration in minutes (automated tasks only)

Number

Owner

Task owner

Text Lookup

Assignee

Task Assignee (user tasks only)

Text Lookup

Active

Whether the task is active. Only applies to template import.

Boolean

StartEarly

Whether the Assignee is allowed to open a pending task prior to the scheduled start time

Boolean

RunAs

RunAs user name. Only applicable for system-automated tasks.

Text Lookup

Instruction

Instruction text. Maximum of 2 GB.

Text

Reference#

Instruction reference (URL and Content Server references)

URL

RefText#

Reference name, for URL references

Text

RefType#

Reference type (URL, Document)

Text Lookup

RefURL#

Reference URL, for URL references

URL

RefDocId#

Reference document ID, for document references

Integer

Approver#

Approver Level

User Name

Viewer#

Task viewer

User Name

QText#

Required for question. Text of question. Maximum of 255 characters.

Text

QType#

Required for question. Data type of question (Text, Member, True/False, and so on)

Text Lookup

QReq#

Required for question. Question required? (Yes or No)

Boolean

QList#

List of values for question, separated by | symbol, for example, Red|Green|Blue|Yellow.

Text Lookup

QCurrSymbol#

Currency format for question X

Text

QDecPlaces#

Number of significant digits after the decimal places for question X

Number

QNegNumFmt#

Negative number format for question X

Text: - or ( )

QScale#

Scale format for question X

Number, in magnitude: 1000 and so on

QThouSep#

Thousand separator indicator for question X

Boolean

Attribute#

Attribute name, for example, Color

Text Lookup

AttrVal#

Attribute value, for example, Red. Maximum of 255 characters.

Text

AttrDisplay

Display to user (in task action dialog box) for attribute

Boolean

Param#

Parameter name

Text Lookup

ParmVal#

Parameter value

Text

Parent

Task ID of the task parent

Task ID

Predecessor#

Predecessor task ID (from column A)

Task ID

PredType#

Required. Predecessor type (for example, Finish to Start).

Text Lookup

PredTemplate#

Name of the predecessor template or schedule, if the predecessor belongs to a different template or schedule

Text

When you import Task Types, these columns are used:

- TaskTypeID

- IntegrationType

- ParamOverride# - whether the parameter can be overridden

A sample task import file is provided. It contains these dynamic parameters, which you can modify:

- Two questions

- Two attributes

- Two instructional references

- Three predecessor tasks

- Three approver levels

Exporting Tasks to Microsoft Excel

You can export tasks from a template to a flat file in CSV format, then use Microsoft Excel to modify the file. For example, you can export the tasks from a template in a test installation and import them to a template in a production installation. When you export tasks from a template, they are saved to a CSV file.

To export tasks:

1. From Manage Templates, select a template from which to export tasks.

2. Click Export Tasks.

3. Click Save File, then click OK.

4. Select a location in which to save the file, and click Save.

Reassigning Users

You may periodically need to reassign users to different tasks. For example, you may create a template and assign a user to certain tasks; however, later that employee leaves the company and another employee assumes those tasks. You can use the Reassign feature in the Manage Templates dialog box to automatically change assignments instead of manually searching for, opening, and editing individual tasks. The Reassign feature enables you to quickly find the tasks associated with one user and reassign them to another.

You can select the roles for which to reassign users. For example, if you select the Owner role, the system reassigns the user only in tasks in which the user was assigned as the owner.

To reassign users:

1. Select Manage, then Templates.

2. Select the template in which you want to reassign users.

3. Select Actions, and then Reassign User.

4. Click Find User and enter the search criteria for the user that you want to replace:

a. From the Select User dialog box, enter the first or last name for the user, and click Search. The userid is displayed next to the username to help identify the correct user.

b. Select the user from the results, then click OK.

5. Click Replace with and enter search criteria for the user to whom you want to reassign tasks.

6. Select roles for the user that must be reassigned:

- Owner

- Assignee

- Approver

- Viewer

7. Click Reassign.

When the process ends, the system displays a “Reassign Users - Success” message that indicates that the user reassignment is complete, and displays the template name and total number of user reassignments made.

Creating Schedules from Templates

You can create schedules from templates. Creating a schedule from a template populates the schedule with the tasks in the template. If the source template has embedded templates, the tasks in the embedded templates are included. Template instructions, viewers, and attributes are also added to the schedule.

You create schedules from templates from the Manage Templates dialog box. The Last Schedule column shows the last schedule created from each template. The Schedules column shows the total number of schedules created from each template.

To create a schedule from a template, you must have the Close Administrator or Power User role.

The schedule starts in a Pending status, which gives you the opportunity to make final changes in the definition.

When template tasks are added from a template to a schedule, they are assigned calendar dates based on their relationship to the template Day Zero. The dates can also account for non-working days of the schedule if you specified them. For example, if Day 0 is a Friday, the tasks for Day 1 are placed on the following Monday if you selected to exclude weekend days. The Date Map displays the default calendar date assigned to each template day. You can use the Date Map feature to adjust the date assignments.

A task in one template can have predecessor tasks in other templates. When you create a schedule from a template, you can select predecessor tasks in schedules as predecessors for tasks with predecessors in other templates. You use the Predecessor Task Links tab to select predecessor tasks in schedules. The Predecessor Task Links tab lists all tasks with predecessors in other templates, and enables you to select a predecessor in a schedule for these tasks.

When you create a schedule from a template, you can globally update the task parameters for a Task Type if the parameters have the override option enabled.

For more information on schedules, see Managing Schedules.

To create a schedule from a template:

1. Select Manage then Templates.

2. Select the template that you want to schedule.

3. If the template was successfully validated, create the schedule: Click Actions, and then Create Schedule.

On the Schedule Parameters tab, enter the following fields:

- Schedule Name

- Year

- Period
Select a close period for the schedule.

- Day Zero Date
Select the calendar date to assign to the template Day Zero.

- Date Mapping

- Organizational Unit

- Calendar days

- Working days

- Advanced Configuration dialog box:
Click Advanced Configuration to override the Organizational Unit and Work Days configuration for all tasks in the schedule.

Tip:

You can create one global template and have that template create the proper schedules for each regional entity, taking into consideration the holiday calendars, time zones, and work day configurations of the entity.

- Organizational Unit
Select one:

- Use Task Value—Select a value from the Organizational Unit

- Set Value To—The selected organizational unit is applied to all tasks in the Schedule (even if the task in the template contained a different Organizational Unit value). Since all tasks have the same Organizational Unit, the Organizational Unit in the Date Mapping panel on the Schedule from Template dialog box displays as Read Only.

- Work Days—If you do not assign an organizational unit to a task, and you do not use the Override Work Days feature, than the application uses the following default: Monday – Friday are working days, and Saturday and Sunday are non-working days.

- Date Map—For each template day whose date assignment you want to modify, in the Date column, enter the new date.

4. Optional: Select the Predecessor Task Links tab, select the schedule that contains the predecessor task and in the Assigned Task list, select the predecessor task.

5. Optional: Select the Override Parameters tab, review the parameters, and for each parameter that you want to modify, in the New Value column, enter a new value.

Note:

This Override Parameters tab displays only tasks that use a Task Type in which at least one parameter has the Override option enabled. See Setting Task Type Parameters.

6. Click Create Schedule.

A schedule is created and populated with the tasks, instructions and viewers from the template. It has a status of Pending. By default the schedule is opened into a view when created.

Review the schedule and make adjustments as needed.

Manually Validating Templates

When you generate a schedule from a template, the system automatically validates the template first to check for uniqueness violations, tasks that directly or indirectly depend on each other, or a date-precedence mismatch. For example, you cannot have circular predecessors.

You can manually validate a template. Validation is particularly useful to check for problems after you import tasks into a template from a file. If the template has an error, you can use the navigation links in the validation results to navigate to the source of the error.

To manually validate a template:

1. From Manage Templates, select the template that you want to validate.

2. Click Validate.

- If no errors exist, the system displays a “Template valid” message.

- If an error is displayed, click the link to the error.

Viewing Templates

In the Manage Templates dialog box, you can specify which columns to display for the list of templates, or show all. You can also reorder columns, sort columns by ascending or descending order, or change the column widths.

To display columns:

1. Select Manage then Templates.

2. Select View, then Columns, and then select an option:

- To display all columns, select Show All.

- To display specific columns, select or deselect the column names.

To reorder columns:

1. Select Manage then Templates.

2. Select View, then Reorder Columns.

3. Select columns and use the Up and Down arrows to change the order.

4. Click OK.

To sort columns:

1. Select Manage then Templates.

2. Hover over a column header until the Sort icons display, then click Sort Ascending or Sort Descending .

To change column widths:

1. Hover over the column header dividers until the arrows display.

2. Drag the columns to the desired width.

Searching for Templates

You can use the Manage Templates dialog box to quickly find templates. You can enter full or partial names on which to search.

To search for templates:

1. Select Manage then Templates.

2. Click the > sign to expand the Search box.

3. Enter full or partial search criteria.

4. Optional: For additional search operators (such as Contains, Starts with, Ends with), click Advanced, and enter search criteria.

Tip:

Click Add Fields to select additional fields for search criteria.

5. Click Search.

Tip:

To reset the list to display all templates, click Reset.

Deleting Templates

You can delete templates that you no longer need. To delete a template, you must have security rights to the template.

Deleting a template removes it from the list of available templates and removes tasks associated with it. It does not directly affect a running schedule, however some reporting and dashboard metrics may use the template to link various schedule runs together, which are not possible if the template is deleted.

To delete a template:

1. From Manage Templates, select the template that you want to delete.

2. Click Delete.

3. At the confirmation prompt, click Yes.

8 Managing Tasks

Tasks are the core units of action in a close process, such as data entry or data consolidation.

- End-user tasks require actions by end users, such as answering questions or approving. They may contain product integrations, for example, a link to a data entry screen.

- System-automated tasks run without user intervention, such as an overnight feed from a general ledger. The success or failure of the task process is displayed in the task detail.

- Event monitoring tasks are tasks which allow products to monitor processes within external applications.

Each task has different parameters depending on the Task Type. If you have Close Administrator or Power User security rights, you can create, edit, or delete tasks.

Creating Tasks

You can add tasks to templates or schedules. If you create a task in a template, you assign the start and end date as days before or after Day Zero. If you create a task in a schedule, you select calendar dates for the start and end dates.

You can group tasks under parent tasks to provide a simpler view of the close process. After viewing upper-level parent tasks, you can then drill into the underlying tasks. Child tasks of parent tasks may have different owners than the parent task.

You can create a task using any of these methods:

- On a Task List view, click Actions, and then New.

- Drag and drop the Task Type onto a template or schedule in a view.

- Right-click on a task and select New.

- Right-click on a day/date and select New.

Then enter information in the task tabs:

- Setting Task Properties

- Setting Task Parameters

- Specifying Task Instructions

- Selecting the Workflow

- Adding Task Questions

- Setting Task Access

- Setting Task Predecessors

- Applying Task Attributes

- Working With Task Rules

- Viewing Task History

Setting Task Properties

The Properties tab enables you to set the task name, task ID, description, task type, priority, start and end date or duration.

You also use the Properties tab to specify task Owners and Assignees. During the close cycle, if an Owner or Assignee is not available to work on the task (due to sick time, vacation, has left the company, or is simply too busy), you can reassign users associated with a task, template, or schedule. Template, schedule, and task Owners, Assignees, and Approvers may also reassign their tasks.

For end-user tasks, you can allow an Assignee to open a pending task prior to the scheduled time, if all task predecessor conditions have been met.

Automated tasks have no Assignees, however you can specify Run As IDs for users under which tasks of that type are run.

Event Monitoring tasks have no Assignees and Run as IDs.

To set task properties:

1. In your application, open a New Task. See Creating Tasks.

2. On the Properties tab, enter:

- Enter a Task Name of 80 characters or less.

- Enter a Task ID that can be used to identify the task (required). Task IDs must be unique within the template or schedule.

- Enter a Description of 1000 characters or less.

Note:

You can use carriage returns and URLs in Descriptions, Questions, and Instructions.

- Organizational Unit—Represents a hierarchical entity-type structure that you can use to model your organization. Define a separate organizational unit for each entity for which separate reporting is required, or for entities that require different configurations for any of the following: holidays, work days, or viewer or commentator assignments. Organizational Units are defined in system settings.
See Managing Organizational Units for Close Manager.

- For Event Monitoring tasks, enter the Source.

- Task Type (required)
Click Browse and select a Task Type.

- Priority
Select a priority for the task:

- High

- Medium

- Low

- Owner
Use the default owner or click Select Owner to select a user, team, or Shared Services group.

- Select Active to include this task in schedules generated from the template.

Note:

This option is not available for tasks created in schedules.

3. Click Save and Close.

4. See also:

- Setting Task Properties

- Setting Task Parameters

- Specifying Task Instructions

- Selecting the Workflow

- Adding Task Questions

- Setting Task Access

- Setting Task Predecessors

- Applying Task Attributes

- Working With Task Rules

- Viewing Task History

Setting Task Parameters

The Parameters tab only contains data for tasks that are associated with an Integration Type and have parameters. Integration Types provide links to external applications. On the Parameters tab, you can set specific information about the task and how it is run. The parameters are passed to the external application. For example, if the task contains a link to a data grid, you might use the Parameters tab to select a point of view for the grid.

To set task parameters:

1. From the New Task dialog box, select the Parameters tab.

2. If the parameter values are not entered by the task type, you may enter the required parameter values.

Note:

If the parameters are not defined when the task is ready to start, an email is sent to the task owner. The task waits to start until the values are provided.

3. See also:

- Setting Task Properties

- Setting Task Parameters

- Specifying Task Instructions

- Selecting the Workflow

- Adding Task Questions

- Setting Task Access

- Setting Task Predecessors

- Applying Task Attributes

- Working With Task Rules

- Viewing Task History

Specifying Task Instructions

Task owners can create a set of instructions for completing the task. All other users who have access to the task are only able to read the instructions. If there are task instructions that are inherited from the Task Type, template, or schedule, that instruction text is displayed above the instruction text box and is read-only.

You can also create references to external documents. You can upload a document from your local computer, create a web link, or create a link to a document in Oracle Content Management. References inherited from the Task Type or template are locked, however you can add references.

For template tasks, the Template and Task Types instructions are viewable but not editable.

To specify instructions:

1. From the New Task dialog box, select the Instructions tab.

2. Enter the Instructions which can have unlimited characters.

To add a reference:

1. In the References section, select Actions, and then Add, or select the Add icon.

2. From the Type list, select one of these types:

- Local File
Enter a name, click Browse to select and attach the file, and click OK.

- URL
Enter a URL name, then enter the URL, for example: Oracle, http://www.oracle.com.

- Repository File (Optional)
From the file list, select the file, and click OK.

Note:

The Repository File option is only displayed if your product is configured with Oracle Enterprise Content Management.

3. See also:

- Setting Task Properties

- Setting Task Parameters

- Specifying Task Instructions

- Selecting the Workflow

- Adding Task Questions

- Setting Task Access

- Setting Task Predecessors

- Applying Task Attributes

- Working With Task Rules

- Viewing Task History

Selecting the Workflow

To select the workflow:

1. From the New Task dialog box, select the Workflow tab.

2. The Workflow tab contains the Assignee and Approver assignments.

- Enter this information for the Assignee:

- Assignee—The user names available for selection as preparer are only those users authorized with the preparer role. To select to assign an Assignee to a named user, team, or Shared Services Group click

- For an End-User task, for Assignee, click Select Assignee to find a user.

Note:

The Assignee can be an individual user, group, or team. If you do not select an Assignee, the owner becomes the default Assignee. Parent and automated tasks have no Assignees.

- For a System-Automated task, for Run As, click Select Run As Account, search for and select a user under which tasks of this type are run, and click OK.

Note:

If the selected Run As user is the user creating the task, authorization is not required.

- Require Action By—Displays when an Assignee is set to be a team or group.
Select One:

- Any Assignee—By default, one and only one Assignee needs to submit the task.

- All Assignees—Every user on the team has to submit the task before workflow proceeds to the next step.

- Backup—If you assigned a user for the primary Assignee, you can assign a backup user authorized as an Assignee:

a. Click Backup

b. Enter the First Name and Last Name or click Search to select a backup user.

c. Click OK.

- Starts
Select a start date, then select the time of day, in increments of 15 minutes, for the task to start.

- Ends
Select an end date, then select the time of day, in increments of 15 minutes, for the task to end.

- Optional: For Minimum Duration, enter the minimum duration of a task in the form of Days, Hours, and Minutes. An At Risk criteria is based on the condition if the Start date was missed AND (the End_date minus the Current_date is less than the minimum task duration OR the End_Date minus the Start_Date is less than the minimum duration). The At Risk tasks display in the Needs Attention Graph in the Status Chart of the Dashboard.

- Optional: For an End-User task, select Allow Early Start to allow the Assignee to open the task before the scheduled start time.

- Enter this information for the Approver:

- Level Name

- Backup

- End Date

- Require Action By—Displays when an Approver is set to be a team or group.
Select One:

- Any Approver—By default, one and only one Approver needs to submit the task.

- All Approvers—Every user on the team has to submit the task before workflow proceeds to the next step.

3. See also:

- Setting Task Properties

- Setting Task Parameters

- Specifying Task Instructions

- Selecting the Workflow

- Adding Task Questions

- Setting Task Access

- Setting Task Predecessors

- Applying Task Attributes

- Working With Task Rules

- Viewing Task History

Adding Task Questions

Note:

The Questions tab is not displayed for automated tasks or parent tasks.

When you create a task, you may want the Assignee to answer questions about their actions before they indicate a task is complete. For example, you may ask if a certain process was followed when completing that task.

You can specify questions on the task. You can specify various types of questions, such as Text, Number, or True/False, and indicate whether they are required. If a question is required, the user must respond or they cannot submit the task for approval. You can also order the questions by using the Move Up and Move Down buttons.

For schedule tasks, users can respond to the questions from the Task Actions page. If you are creating or updating a task in a template, an additional column displays, showing whether the row is locked or unlocked to indicate whether the user can remove or update the questions. Rows that are locked cannot be edited or deleted because they are inherited from the Task Type.

In templates, the Task Type questions are displayed, but are not editable.

To add a question:

1. From the New Task dialog box, select the Questions tab.

2. Click Add.

3. Enter the Question with 4000 characters or less.

4. From the Type list, select a type:

- Date

- Date and Time

- Integer

- List

Enter a list of valid responses to the question.

- Multi-Line Text
The maximum length should be less than 4,000 characters.

Select Multi-Line Text, then enter the Number of Lines, from 3 to 50 lines. Multi-Line Text determines how many lines of text are visible, without scrolling, on the Actions dialog boxes.

For Multi-Line text type: For Multi-Line text type: on the Reconciliation Actions dialog box.

- Number

If you select Number, select number formatting options:

- For Decimal Places, enter a value for the number of decimal places to display.

- Select the Thousands Separator option if you want numbers to display a thousands separator (for example, 1,000.00)

- From the Currency Symbol list, select a currency symbol, for example, Dollars ($).

- From the Negative Number list, select how to display negative numbers, for example, (123).

- From the Scale list, select a scale value for numbers, for example, 1000.

5. Assign a Role (Assignee, Approvers, Owner, Viewer) to the question. Access is based on responsibilities.

6. If the question is required, select Required: Users can close a reconciliation without answering their questions, but they cannot Submit or Approve.

Note:

The Required checkbox is disabled for Questions assigned to Owner or Viewer roles.

7. Click OK.

8. Optional: To change the order of questions, select a question, then click Move to Top, Move Up, Move Down, or Move to Bottom.

Tip:

To edit a question, select the question and click Edit. To remove a question, select the question and click Delete.

9. See also:

- Setting Task Properties

- Setting Task Parameters

- Specifying Task Instructions

- Selecting the Workflow

- Adding Task Questions

- Setting Task Access

- Setting Task Predecessors

- Applying Task Attributes

- Working With Task Rules

- Viewing Task History

Setting Task Access

The Access tab enables you to add or remove Viewers and Approvers for the current task. It also enables you to specify the order of approvers. You can specify up to ten approvers and an unlimited number of viewers.

To set task access:

1. From the New Task dialog box, select the Access tab.

2. Enter the first or last name of the user, then click Search. The userid is displayed next to the username to help identify the correct user.

To specifically identify a user, click Advance, then enter a User ID, Email address, or Description.

Tip:

For additional details about the user, such as groups and roles, click Details.

3. Optional: To change the order of approvers, select users, then click Move to Top, Move Up, Move Down, or Move to Bottom.

Tip:

To remove a user from the Approvers or Viewers list, select the user, then click Remove.

4. See also:

- Setting Task Properties

- Setting Task Parameters

- Specifying Task Instructions

- Selecting the Workflow

- Adding Task Questions

- Setting Task Access

- Setting Task Predecessors

- Applying Task Attributes

- Working With Task Rules

- Viewing Task History

Setting Task Predecessors

The Predecessors tab enables you to set predecessors for the current task. For template tasks, you can choose a predecessor from another template, and for schedule tasks, you can choose a predecessor from another schedule. You must assign a condition to the predecessor/successor relationship.

A task does not need predecessor tasks as long as a start date and time is specified. If both are specified, the task begins when the predecessor tasks are started or complete (for Finish-to-Start) and the start date and time is reached.

You can set these conditions under which the predecessor relationship is established:

Note:

Event Monitoring tasks can not have predecessors; however they can be predecessors to other types of tasks.

Table 8-1 Predecessor Conditions

Condition

Description

Finish to Start

Default. The task starts as soon as the predecessor task completes or finishes with warning.

Finish Error to Start

The task starts as soon as the predecessor task completes, even it is in error.

Finish Error to Finish

The task completes as soon as the predecessor task completes, even it is in error.

Finish to Finish

The task cannot be marked as Complete until the predecessor task is marked as complete. This is primarily used for user tasks. For example, a user can start a document summary, but cannot mark it complete until the consolidated data is final.

To set task predecessors:

1. From the New Task dialog box, select the Predecessors tab.

2. Click Add.

3. To search for a Predecessor:

a. Click Basic.

b. To refine the search, click Add Fields and select search fields; for example: Execution Type, Start Date, End Date.

c. From each of the Condition lists, select a condition.

d. Click OK.

4. Select a predecessor task(s) and click OK.

5. See also:

- Setting Task Properties

- Setting Task Parameters

- Specifying Task Instructions

- Selecting the Workflow

- Adding Task Questions

- Setting Task Access

- Setting Task Predecessors

- Applying Task Attributes

- Working With Task Rules

- Viewing Task History

Applying Task Attributes

To locate tasks in the system, you can apply attributes to the task. When you select an attribute, you can set a value for the attribute based on the attribute type. You can later filter by the attribute value.

For example, you may have a List attribute named Sales Region with the values of North, South, East, and West. The current task applies only to the West Sales Region, so you can add the Sales Region attribute and set it to “West.”

To apply task attributes:

1. From the Task dialog box, select the Attributes tab.

Attributes are created in: Defining Attributes.

>To add an attribute, select Actions, and then Add. Enter:

- Attribute
Select an attribute from the list of defined attributes.

- Type
This noneditable field is populated by the Attribute.

- Value
Select a value associated with the type of attribute; for example: a numeric value for Formatted Number attribute, a List for List attribute, multiple lines of displayed text without scrolling for Multi-Line Text, a name of a person, User, or Yes or No for the Yes/No attribute.

- Access
All roles have view access unless otherwise specified in the table below.

To add an access, for each of the Text Box and Attachments tabs:

a. Click Add.

b. Select a role.

c. Select one of the Role access types:

- Text Box:

- Do Not Display—Does not see this attribute on the Reconciliation List or in any of the dashboards, list views, or reports.

- Allow Edits—Has the ability to add, change, and remove values for the attribute, but subject to the editability rules.

- Required—Requires a value for the attribute. The Required option is available for Preparers and Reviewers. Until a value is provided, Preparers are prevented from submitting, and Approvers are prevented from approving.

- The Multi-Line Text Box has 2 access tabs:

- Text Box tab:

- Do Not Display—Does not see this attribute on the Reconciliation List or in any of the dashboards, list views, or reports.

- Allow Edits— Has the ability to add, change, and remove values for the attribute, but subject to the editability rules.

- Required—Requires a value for the attribute. The Required option is available for Preparers and Reviewers. Until a value is provided, Preparers are prevented from submitting, and Approvers are prevented from approving.

- Attachments tab:

- Do Not Display—Does not see this attribute on the Reconciliation or in any of the dashboards, list views, or reports.

- Add & Remove—Has the ability to add files and remove files that they themselves added, but subject to the editability rules.

- Required—Requires the Preparer or Reviewer to attach at least one file. The Required option is only available for Preparers and Reviewers. Until a file is attached, Preparers are prevented from submitting, and Approvers are prevented from approving.

- Add & Remove All—Can add their own files, remove their own files, and also remove files added by other roles.

d. Click OK.

2. Click OK.

3. See also:

- Setting Task Properties

- Setting Task Parameters

- Specifying Task Instructions

- Selecting the Workflow

- Adding Task Questions

- Setting Task Access

- Setting Task Predecessors

- Applying Task Attributes

- Working With Task Rules

- Viewing Task History

Working With Task Rules

Task Rules affect task behavior. These rules enable users to assign rules directly to tasks, especially when, because a rule is unique to a task, assigning rules isn't appropriate at the Template, Schedule, or Task Type level. These rules apply to the Tasks for which the rules were configured.

Auto Approve Task: Automatically completes specified approvals only if specified conditions have been met.

Examples of conditions that could apply to this rule include:

- Attributes have specified values (including calculated attributes)

- Predecessor task contains an attribute with a specified value

When conditions are satisfied, the specified approver levels are marked as complete, thus progressing workflow to the next approval level, or to Closed if no additional approval levels exist.

This rule runs when the Task status changes to Open with Approver.

Auto Submit Task: Automatically submit a task if specified conditions are met.

When conditions are satisfied, the assignee role is marked as complete, thus progressing workflow to the first approval level, or to Closed if no approval levels exist.

This rule runs when the Task status changes from Pending to Open with Assignee.

Prevent Task Approval

Prevents approval of a task based on attribute values, or other characteristics. This rule runs when the Approver clicks Approve.

Prevent Task Submission

Prevents submission of a task based on attribute values, or other characteristics. This rule runs when the Assignee clicks Submit.

To work with task rules:

1. From the Task dialog box, double-click a task.

2. Select the Rules tab. You can view the following information:

- Order—The order of precedence. See Order of Precedence Rules for Close Manager.

- Rule—Name of the Rule

- Conditions—The choice of what conditions must exist before running the rule

3. To edit a rule, on the Rules tab, click Edit and update:

- Rule—Select a rule.

- Description—Optional. Explain why you configured the rule and how should be used.

- Approver Level—Select the rule for all levels or select the Approver levels

- Select Create Filter and populate the conditions section or select Use Saved Filter, and then select a filter. The filter selected and configured for the rule determines the conditions that trigger the rule to apply.

- Conditions—Select one:

- Use Saved Filter—The Conditions section displays a read-only version of the conditions associated with the saved filter.

- Create Filter—The Condition section is enabled.
Conjunction, Source, Attribute, Operand, and Value behave as they do for the existing advanced filter feature.

- Filter Task - Specify on which task the conditions should be selected: Current Task, Any Predecessor, Specific Task (Provide the Task ID).

4. See also:

- Setting Task Properties

- Setting Task Parameters

- Specifying Task Instructions

- Selecting the Workflow

- Adding Task Questions

- Setting Task Access

- Setting Task Predecessors

- Applying Task Attributes

- Working With Task Rules

- Viewing Task History

Viewing Task History

For each task, the system retains a history of the changes made to it; for example, a shift in dates or change in ownership. Each change record includes the field, modification type such as added, created, or changed, the old and new values, the user who made the change, and the date on which the change was made. The information on this tab is read-only.

To view task history:

1. From the Task dialog box, select the History tab.

2. Select a task.

3. When you finish, click Save and Close.

4. See also:

- Setting Task Properties

- Setting Task Parameters

- Specifying Task Instructions

- Selecting the Workflow

- Adding Task Questions

- Setting Task Access

- Setting Task Predecessors

- Applying Task Attributes

- Working With Task Rules

- Viewing Task History

Working with the Task Dialog Box

To view the Task dialog box:

1. In Close Manager, on the Task List, double-click a task.

2. The Properties tab lists the following fields:

- Task ID

- Status

- Schedule Name

- Start and End Dates

- Duration

- Priority

- Organizational Unit

- Owner and Assignee

- Task Type

- Actual Start and End dates

- Actual Duration

- Parameters
Lists the Cluster, Application, Journal Name, and Journal Action Type.

- Comments

- Workflow

- The Alerts and Related Tasks tabs display the current alerts and related tasks.

- The History tab captures an audit trail of changes to the task.

3. To approve or reject a task, click Approve or Reject.

4. To create or delete a comment, click Actions and then Create Comment or Delete Comment.

5. To abort, click Actions and then Abort. The purpose of aborting a task (instead of performing a forced close) is to prevent successors from continuing and to keep the process moving. See Aborting Tasks

6. Click Close.

Importing and Exporting Tasks

To import tasks:

1. In Close Manager, on the Task List view, click Actions, and then Import.

2. Click Browse to find the import file.

3. Select an Import Type:

- Replace—Replaces the definition of a task with the definition in the import file. This option replaces the task detail with the detail that is in the file that you are importing. It does not affect other tasks in the schedule that are not specified in the import file.

- Update—Updates partial information for tasks. For example, in the import file, you might have made changes to task instructions, reassigned Owners, Assignees, and Approvers, or removed some attributes and added new attributes. You might also have made the same change to a large number of tasks, for example, adding a new attribute to 100 of 400 tasks. The update option is not a full replacement of the task details. Only details for the task properties specified in the file are updated. For example, if the import file has only a column for a task instructions, the task name, Assignee, attributes, and other properties are not affected.

4. Date Format

Note:
This feature is available only in 11.1.2.4.100 (patch 20307212). For information about new features and updating to release 11.1.2.4.100, see My Oracle Support https://support.oracle.com

Select a Date Format from the drop down list of allowed date formats. Date formats are not translated. By default, the date format is set to the locale date format of the exported file location.

For example:

- MM/dd/yyyy

- dd/MM/yyyy

- dd-MMM-yy

- MMM d, yyyy

5. Click Import.

Note:

The system displays a warning that tasks in a schedule that match a task ID in the import file will be modified. If you do not want to overwrite the task, click Cancel.

To export tasks:

1. In Close Manager, on the Task List view, click Actions, and then Export.

2. Select export options:

- For Rows Select All Tasks or Selected Tasks

- For Format: Select Formatted data (visible columns only) or Unformatted data for future import

3. Click Export.

4. Select Open with Microsoft Office Excel (default) or select another program to open the file, or Save File.

5. Click OK.

Editing Tasks

You can edit tasks depending on their status and your security rights. For example, you can edit a task description, attributes, change an owner of a task, or end date.

For an Open task in a Task List, you cannot edit the start date, because the task has started. You can only change the duration or the end date. You also cannot edit instructions, questions, and you cannot add, delete, or edit predecessors. You can reassign the Assignee or approver from the Task Actions workflow.

To edit a task:

1. From the Calendar, Gantt, or Task List view, select the task that you want to edit.

2. Right-click on the task and select Actions, and then Edit.

3. To edit task attributes:

Select the Attributes tab.

Attributes are created in: Defining Attributes.

>To add an attribute, select Actions, and then Set Attribute. Enter:

- Attribute
Select an attribute from the list of defined attributes.

- Type
This noneditable field is populated by the Attribute.

- Value

Select a value associated with the type of attribute; for example: a numeric value for Formatted Number attribute, a List for List attribute, multiple lines of displayed text without scrolling for Multi-Line Text, a name of a person, User, or Yes or No for the Yes/No attribute.

4. To reassign an owner's tasks, do one of the following:

- On Properties tab, in Owner drop down, select the owner whose tasks you need to reassign.

- Select the Actions panel, and in Add/Set User dialog, enter:

- In Field, select the role you want to change.

- In Value, browse to select the user you want to assign to this task.

- Click Apply.

Sorting Tasks

From the Task List, you can sort tasks by ascending or descending order. You can sort by Schedule Name, Status, Owner, Start or End Date, or Duration.

To sort tasks:

1. Select View, then Task List, or from the toolbar, click the Task List button.

2. Hover over a column header until the Sort icons display, then click Sort Ascending or Sort Descending .

Searching for Tasks

You can use the Task Find feature to find specific tasks. For example, you might enter “load” to find load tasks. You can search using full or partial words. You can scroll through the results using the Previous and Next buttons.

To search for a task:

1. From the left pane, expand Task Find.

2. Enter a task name in the search field, and click Find Task.

3. Click Previous or Next to find the previous or next task that matches the search criteria.

Moving Tasks

You can use views to move tasks. For example, in the Calendar view, you can move tasks to a different day.

To move a task:

1. From the Calendar or Gantt view, select a task.

2. Right-click on the task and drag it to a new location, or cut, copy, and paste the task.

3. Navigate to the target destination for the task and click OK.

Cutting, Copying, and Pasting Tasks

You can use views to cut and copy tasks in templates and schedules. For example, in the Calendar view, you can copy a task from one day in the calendar and paste it to another. You can copy a task from one schedule or template and paste it into another.

When you paste a task, the Task Details dialog box opens and enables you to modify the task that you are pasting.

If you paste a task onto a parent task, the pasted task becomes a child of the parent task. If you paste a task onto a child task, the pasted task becomes a sibling of the child task.

Note:

Cut, Copy, and Paste features are not available for parent tasks. The Cut function is not available for scheduled (open or closed) tasks.

To cut, copy, or paste a task:

1. From the Calendar, Gantt, or Task List view, select a task.

2. Right-click on the task and select an action, or from the main toolbar, click a toolbar button:

- Select Cut to cut the task and store it on the clipboard.

- Select Copy to copy the task and store it on the clipboard.

3. Right-click on the task, then select Paste, or from the main menu toolbar, select Paste.

The Task Details dialog box opens and enables you to make changes to the task that you are pasting.

4. Click OK to complete the paste operation.

The task is inserted and the views and filter views are refreshed to display the pasted task.

Reopening Tasks

You can reopen tasks and choose to reestablish the predecessor and successor relationships.

To reopen a task:

1. From the Calendar, Gantt, or Task List view, double click a closed task.

2. On the Task Details dialog box, click Reopen. The Task Details dialog box is now editable.

3. On the Predecessors tab, add or delete predecessors and then click Save and Close.

The Confirmation dialog box is displayed.

Designate relationships:

- Designate predecessor tasks. Choose one:

- If there are predecessors, then you can choose this option: Re-establish predecessor relationships - Tasks will open in original order.

- Ignore predecessor relationships - All tasks will re-open immediately.

- Designate successor tasks:

a. Select Re-Open Successor Tasks. The successor list is displayed.

b. Select the successor tasks.

4. Click OK to close. The task details dialog box closes and the task reopens based on your selections. Click OK, otherwise, click Cancel.

Submitting Tasks

To submit tasks:

1. In your application, select View, and then Gantt or Task list.

2. Select the tasks you need to submit.

To multiselect, click Ctrl for random selection or press Shift while you click the first and last row in a range.

3. Do one:

- Right-click and select Submit.

- Actions panel: From Set Status, select Submit from the Status list.

- Actions menu: Click Submit.

Click Yes in the confirmation dialog box.

4. Review any errors, and click OK.

Approving or Rejecting Tasks

To approve or reject tasks:

1. In your application, select View, and then Gantt or Task list.

2. Select the tasks you need to submit. To multiselect, click Ctrl for random selection or press Shift while you click the first and last row in a range.

3. Do one:

- Right-click and select Approve or Reject.

- Actions panel: From Set Status, select Approve or Reject.

- Actions menu: Click Approve or Reject.

Click Yes in the confirmation dialog box.

4. Review any errors, and click OK.

Managing Task Reassignments

You can use the Actions panel to work on multiple tasks simultaneously.

Requesting a Reassignment for One Task

From the Task Actions dialog box, workflow users (Assignees and Approvers) can request reassignment of their workflow role for a single task. These requests require approval. Administrators and schedule/template Owners can reassign the task using the Edit Task dialog box without requiring approval.

To request a reassignment for one reconciliation:

1. In your application, from the Dashboard, or click View, and then Task List.

2. Click on a task to open the Task Actions dialog box.

3. Click the Actions menu and select Request Reassignment

4. Enter an name or click Search to find the reassignment.

5. Select what tasks to reassign: Selected Tasks or Selected and Future Tasks.

6. Enter a Justification for the reassignment.

7. Click OK and then Close on Task Actions.

Requesting a Reassignment for Multiple Tasks

To request a Reassignment for multiple tasks:

1. In your application, from the Dashboard, or click View, and then Close Manager List View.

2. Select the tasks for reassignment.

3. On the Actions panel:

a. Under Reassign, select Selected tasks or Selected and future tasks.

b. Select the Role.

c. If the you know the new user, enable To User, and then enter or search for the name.

Note:

If you do not know the new user, then submit a request without specifying the name of the user.

4. Click Submit.

Workflow for Groups and Teams

You can assign the Owner, Assignee, Approver, and Viewer roles for a task to Shared Services security groups and to teams. Teams are a list of members defined in Close Manager. When you assign a group or team to a task role, any user in the group or team can then perform the role for that task.

Claiming Tasks

When a team or group is assigned the Assignee role, any member of the group or team can work on and submit the task, but only after a member has claimed the task. Prior to the claim, a member will have implicit Viewer access.

When a group or team is assigned the Approver role, any member of the team can approve the task without first claiming it. However, any team member can claim the task, which prevents other team members from approving it until it is released.

Once a task has been claimed, other members of the team or group still have the ability to claim the task. Doing so will cause the initial user’s claim to terminate, thus revoking that user’s ability to perform the role functions and granting the ability to the member with the most recent claim. The ability to claim a task away from another team member or group member is required in order to accommodate cases where a claim has occurred; however, the user with the claim is unavailable to complete the role functions (for example, due to an unexpected absence).

Require Action By

When you assign the Assignee or Approver roles, you can use the Required Action By option to specify the sign-off requirement for the tasks. You can require that all team members sign off on the task before the task is submitted or approved, or you can allow any team member to submit or approve the task.

Primary Users (Teams Only)

You optionally can assign one team member as the primary user for the team. If you assign a primary user, that user is by default granted the claim to tasks to which the team is assigned as assignee or approver.

Performing Group or Team Tasks

To claim a task:

1. Open the task, and then click Claim.

2. After an assignee or approver clicks the Claim button, then the Release button appears.

3. Click Release to remove the claim made by that user.

To determine whether a task is claimed, view the following view and column attributes:

- Assignee (Claimed)–If Yes, then the assignee role has been claimed. If No, then it is unclaimed.

- Approver # (Claimed)–The # indicates the Approver level. If Yes, then this approver level is claimed. If No, then it is unclaimed.

To filter by the Assignee (Claimed) and Approver # (Claimed) attributes:

1. At the top of the Filter panel, click Select Filterable Attributes .

2. Select the desired attributes from the Available.

3. Click >> to move the attributes to Selected.

4. Click OK.

To add the Assignee (Claimed) and Approver # (Claimed) attributes as List View columns:

1. Click Columns at the top of the Task List view.

2. Select the desired attributes from Available.

3. Click >> to move the attributes to Selected.

4. Click OK.

Deleting Tasks

You can delete tasks that you no longer need. To delete a task, you must have Close Administrator or Close Power User security rights or, the Administrator must have turned on the ability of users to delete an open or closed status task from an open status schedule.

In schedules, you can delete tasks that have a status of Pending. If you delete a parent task, you can choose to delete just the parent, or the parent and its children.

To delete a task:

1. From the Calendar, Gantt, or Task List view, select the task that you want to delete.

2. Right-click on the task and select Delete, or from the main toolbar, click the Delete button.

3. At the delete confirmation prompt, click Yes.

Aborting Tasks

The purpose of aborting a task (instead of performing a forced close) is to prevent successors from continuing and to keep the process moving:

- When a Finish-to-Start or Finish-Error-to-Start predecessor is aborted, its successors remain as Pending. To keep the process moving, you must edit the successors to remove the aborted predecessor and to start the successors.

- When a Finish-to-Finish or Finish-Error-to-Finish predecessor is aborted, to keep the process moving, the task owner/schedule owner/close administrator must force a close of the successor.

9 Managing Schedules

A schedule defines a chronologically ordered set of tasks that must be executed for a specific close period, and is the application of a template into the calendar. For example, you can apply the Quarterly Close template to the Calendar as Q115 Close Schedule for the first Quarter, then apply the template again as Q215 Close for the second quarter.

Schedules have a status of Pending, Open, Closed, or Locked. You can change the status of a schedule from Pending to Open, or from Open to Closed or Locked.

Note:

After a schedule is set to Open, it cannot be reset to Pending.

After a schedule is set to Locked, its status cannot be changed.

Creating Schedules

To create a schedule, you must be an Administrator or Power User. A Power User can run Create Schedule on a template or select New from Manage Schedules. You can manually define a schedule from the Manage Schedules page, or create a schedule from a template. When you create a schedule from a template, all values are inherited from the template definition.

See Manually Creating Schedules

Manually Creating Schedules

To manually create a schedule:

1. Select Manage then Schedules.

2. From the Manage Schedules page, click New.

3. Enter schedule information on the schedule tabs:

- Setting Schedule Properties

- Adding Instructions to Schedules

- Assigning Schedule Viewers

- Applying Schedule Attributes

- Adding Day Labels

- Working With Schedule Rules

- Viewing Schedule History

Setting Schedule Properties

The Properties tab enables you to set the name, description, start and end dates, and owners for schedules. The schedule owner must be an Administrator or Power User. The default owner is the current user. The start and end dates specify the initial date range for the schedule, however, after the schedule is created, you can add tasks with dates earlier or later and the properties are updated to reflect the earliest and latest dates.

To set schedule properties:

1. Create a new schedule and select the Properties tab:

- Name

- Description

- Organizational Unit

- Start Date—Starting date for the schedule

- End Date—Ending date for the schedule

- Year

- Period

- Day Zero Date—The date to assign as day zero

- For Owner, use the default owner or click Select Owner . Administrators, Power Users, or Teams/Groups configured with the Administrator or Power User roles are the only roles that will display when the user clicks Search to select a user to assign as an Owner. Any member of the Shared Services group can perform the role, but the same person cannot perform more than one role.

- Status

Note:

The schedule status is initially set to Pending and is display only.

- Template Name

2. To save and close, click OK or click the another tab; all entries are saved.

3. Enter schedule information on the schedule tabs:

- Setting Schedule Properties

- Adding Instructions to Schedules

- Assigning Schedule Viewers

- Applying Schedule Attributes

- Adding Day Labels

- Working With Schedule Rules

- Viewing Schedule History

Adding Instructions to Schedules

You can specify instructions and supporting documents for a schedule, which are then inherited by all tasks in the schedule.

To add instructions to a schedule:

1. Select Manage then Schedules.

2. Select a schedule to which to add instructions.

3. Click Edit.

4. In Instructions, enter instructions for the schedule.

5. To add a reference:

a. In the References section, Click Add.

b. From the Type list, select one of these types:

- Local File
Enter a name, click Browse to select and attach the file, and click OK.

- URL
Enter a URL name, then enter the URL, for example: Oracle, http://www.oracle.com, and click OK.

- Optional: Repository File
From the file list, select the file, and click OK.

Note:

The Repository File option is only displayed if the product is configured with Oracle Enterprise Content Management.

6. To save and close, click OK or click the Viewers tab; all entries are saved.

7. Enter schedule information on the schedule tabs:

- Setting Schedule Properties

- Adding Instructions to Schedules

- Assigning Schedule Viewers

- Applying Schedule Attributes

- Adding Day Labels

- Working With Schedule Rules

- Viewing Schedule History

Assigning Schedule Viewers

The Viewers tab enables you to assign viewer rights for schedules. A schedule can have multiple viewers, however they must have the product security roles. Viewers receive read-only access to all tasks in the schedule.

To assign viewer rights:

1. Select the Viewers tab.

2. Click Add.

3. To search by users or groups, click the Search Users button, then select Users, Groups, or Teams.

4. Enter a user name, or part of the name, then click Search. The user id displays next to user name to help identify the correct user.

5. Optionally, to identify a user, click Advanced, then enter a User ID, Email address, or Description.

6. From the Search Results list, select users.

7. For additional details about the user, such as groups and roles, click Details.

8. Click Add or Add All to move users to the Selected list.

Tip:

To remove users, select users, then click Remove or Remove All.

9. To save and close, click OK or click the Attributes tab; all entries are saved.

10. Enter schedule information on the schedule tabs:

- Setting Schedule Properties

- Adding Instructions to Schedules

- Assigning Schedule Viewers

- Applying Schedule Attributes

- Adding Day Labels

- Working With Schedule Rules

- Viewing Schedule History

Applying Schedule Attributes

To locate schedules in the system, you can apply attributes to the schedule. When you select an attribute, you can set a value for the attribute based on the attribute type. You can later filter by the attribute value.

For example, you may have a List attribute named Sales Region with the values of North, South, East, and West. The current schedule applies only to the West Sales Region, so you can add the Sales Region attribute and set it to “West.”

To apply an attribute:

1. Select the Attributes tab.

2. Click Add.

3. From the Attribute list, select an attribute.

4. For Value, depending on the attribute, select a value for the attribute from a drop-down list, or enter a value.

5. To save and close, click OK or click the Day Labels tab; all entries are saved.

6. Enter schedule information on the schedule tabs:

- Setting Schedule Properties

- Adding Instructions to Schedules

- Assigning Schedule Viewers

- Applying Schedule Attributes

- Adding Day Labels

- Working With Schedule Rules

- Viewing Schedule History

Adding Day Labels

You use business day labels in the closing activity for a calendar day. Labels can mark a milestone day or specify the purpose of the day.

When you add Day Labels to a template, they are copied to schedules created from the template.

See Specifying Day Labels.

When schedules are opened, you see day labels in:

- Calender views against the day they are marked

- Task List views and Gantt views in the start or end date of tasks

- BI dashboard, My Worklist, and schedule task, in start date and end date columns

- Status overview, when focused on date, its information is displayed along with day label.

- Report Binders

To add a day label to a schedule:

1. On the New Schedule, select the Day Labels tab.

2. Add a day label to a specific date.

3. To save and close, click OK or click the History tab; all entries are saved.

4. Enter schedule information on the schedule tabs:

- Setting Schedule Properties

- Adding Instructions to Schedules

- Assigning Schedule Viewers

- Applying Schedule Attributes

- Adding Day Labels

- Working With Schedule Rules

- Viewing Schedule History

Working With Schedule Rules

Note:

This feature is available only in 11.1.2.4.100 (patch 20307212). For information about new features and updating to release 11.1.2.4.100, see My Oracle Support https://support.oracle.com

Schedule rules apply to all tasks in the schedule and thus apply rules to groups of tasks. Rules configured in the Schedule dialog box are copied to new schedule tasks.

Auto Approve Task: Automatically completes specified approvals only if specified conditions have been met.

Example of conditions that could apply to this rule include: Attributes have specified values (including calculated attributes).

When conditions are satisfied, the specified approver levels are marked complete, and workflow progresses to the next approval level, or closes if no additional approval levels exist.

Auto Submit Task: Automatically submits a task if specified conditions are met.

When conditions are satisfied, the Assignee role is marked complete, and workflow progresses to the first Approval level, or closes if no Approval levels exist.

Prevent Task Approval

Prevents approval of a task based on attribute values, or other characteristics.

Prevent Task Submission

Prevents submission of a task based on attribute values, or other characteristics.

To view schedule rules:

1. Select Manage, and then Schedule.

2. Double-click a schedule.

3. Select the Rules tab. You can view the following information:

- Order—The order of precedence. See Order of Precedence Rules for Close Manager.

- Rule—Name of the Rule

- Conditions—The choice of what conditions must exist before running the rule

4. To edit a rule, on the Rules tab, click Edit and update:

- Rule—Select a rule.

- Description—Optional. Explain why you configured the rule and how should be used.

- Approver Level—Select the rule for all levels or select the Approver levels.

- Select Create Filter and populate the conditions section, or select Use Saved Filter, and then select a filter. The filter selected and configured for the rule determines the conditions that trigger the rule to apply.

- Conditions—Select one:

- Use Saved Filter—The Conditions section displays a read-only version of the conditions associated with the saved filter.

- Create Filter—The Condition section is enabled.
Conjunction, Source, Attribute, Operand, and Value behave as they do for the existing advanced filter feature.

- Filter Task—Specify on which task the conditions should be selected: Current Task, Any Predecessor, Specific Task (Provide the Task ID).

5. Enter schedule information on the schedule tabs:

- Setting Schedule Properties

- Adding Instructions to Schedules

- Assigning Schedule Viewers

- Applying Schedule Attributes

- Adding Day Labels

- Working With Schedule Rules

- Viewing Schedule History

Viewing Schedule History

The History tab captures an audit trail of changes to schedules.

To view schedule history:

1. Select Manage, then Schedule.

2. Double-click a schedule.

3. Select the History tab. You can view these fields:

- Field—Lists the field involved

- Modification Type—Indicates the type of change: Created, Changed, Added, Removed

- Modified On—Date of the modification

- Modified By—User name who modified the field

- Old Value

- New Value

4. Click OK.

5. See Schedule tabs:

- Setting Schedule Properties

- Adding Instructions to Schedules

- Assigning Schedule Viewers

- Applying Schedule Attributes

- Adding Day Labels

- Working With Schedule Rules

- Viewing Schedule History

Setting Required Task Parameters

The task is in a pending state until the required parameters are filled in. If they are not filled in before the specified start date, then an email notification is sent to the task owner and to all members of the group or team. In addition, the task shows up in views under Needs Attention. After the required parameters are filled in, the task starts.

Opening Schedules

You open schedules to add, edit, or work on tasks. You open schedules from the Manage Schedules dialog box.

Note:

To set a schedule to an Open status, see Setting Schedule Status.

To open a schedule:

1. From Manage Schedules, select a schedule.

2. Use one of these methods:

- Select Actions, and then Open.

- Click the Open icon.

- Right-click and select Open.

Editing Schedules

You can edit schedules to change the properties, such as the name or the schedule or the start and end dates. You cannot change the start date to a date later than the first task in the schedule, or the end date to a date earlier than the last task in the schedule. You can make changes to an Open or Pending schedule to modify pending tasks. You cannot add, change, or delete tasks in a Closed or Locked schedule. To edit a schedule, you must be the schedule owner or an Administrator.

To edit a schedule:

1. Select Manage then Schedules.

2. Select a schedule to edit.

3. Select Actions, and then Edit, or select the Edit icon.

4. Edit the schedule. See Manually Creating Schedules.

5. Click OK.

Adding Tasks to Schedules

You can add tasks to a schedule if it is Pending or Open. You cannot add tasks to a Closed or Locked schedule.

For detailed instructions on adding tasks, see Creating Tasks.

To add a task to a schedule:

1. Select Manage then Schedules.

2. Open a schedule in a view, such as Calendar-Month.

3. Add tasks.

Deleting Tasks from Schedules

You can delete an open or closed status task from an open status schedule that might not be needed in a close cycle or was added in error. A task cannot be deleted from a Locked schedule.

To delete a task from a schedule:

1. Select Manage then Schedules.

2. Open a schedule in a view, such as Calendar-Month.

3. Right click on the task and select Delete.
If you delete the last open predecessor task, the next logical successor task will automatically be opened.

Importing Tasks into Schedules

You can import tasks, or partial task data, from text files into a schedule with a status of Pending or Open. For example, if you have a Microsoft Excel spreadsheet with task definitions, you can save the file as a CSV file, then import it into a schedule. You can also use the Import feature to quickly add many repetitive tasks by editing the fields in a CSV file and importing it, rather than creating individual new tasks.

You cannot import tasks into schedules that have a Closed or Locked status.

Note:

Before you import a file to a schedule using the Update option for a closed task, remove the Owner, Assignee, Approver, and Start Date and Time fields from the import file, or an error occurs.

If you import information on an End-User task that has started running, it is reset to Open with Assignee status, and the answers to questions are cleared.

To import tasks into a schedule:

1. Select Manage, then Schedules.

2. Click Import Tasks.

3. Enter the name of the file to import, or click Browse to find the file.

4. Select an import option:

- Replace—Replaces the definition of a task with the definition in the import file. This option replaces the task detail with the detail that is in the file that you are importing. It does not affect other tasks in the schedule that are not specified in the import file.

- Update—Updates partial information for tasks. For example, in the import file, you might have made changes to task instructions, reassigned Owners, Assignees, and Approvers, or removed some attributes and added new attributes. You might also have made the same change to a large number of tasks, for example, adding a new attribute to 100 of 400 tasks. The update option is not a full replacement of the task details. Only details for the task properties specified in the file are updated. For example, if the import file has only a column for a task instructions, the task name, Assignee, attributes, and other properties are not affected.

Note:

The system displays a warning that tasks in the schedule that match a task ID in the import file will be modified. If you do not want to overwrite the task, click Cancel.

5. Date Format

Note:
This feature is available only in 11.1.2.4.100 (patch 20307212). For information about new features and updating to release 11.1.2.4.100, see My Oracle Support https://support.oracle.com

Select a Date Format from the drop down list of allowed date formats. Date formats are not translated. By default, the date format is set to the locale date format of the exported file location.

For example:

- MM/dd/yyyy

- dd/MM/yyyy

- dd-MMM-yy

- MMM d, yyyy

6. Click Import.

- If the import is successful, the “Import Success” dialog box is displayed, indicating the schedule name, the name of the file containing the tasks, and the total number of tasks imported. Click OK.

- If errors are found, the import process is not run, and the Import Errors dialog box displays the errors. View the errors, then click OK to return to Manage Schedules.

Updating Tasks in Schedules

You may need to periodically manually update information on a task that is running, and in this case, you can reopen it. When you reopen a task, it is reset to Open with Assignee status, and you can edit the information. For example, you can change the instructions and references, attributes, and questions. If you make changes, previous answers to questions are cleared.

Reopening a series of tasks does not reestablish the predecessor relationships. All end-user tasks are reset to Open with Assignee. No tasks are reverted to Pending status.

You may also need to restart System-Automated tasks if they end in error. You can reopen the tasks to rerun the process.

You can reopen tasks under these conditions:

Table 9-1 Conditions for Reopening Tasks

Task Status

End-User

System-Automated

With Assignee/Running

You can edit or import data into the Instruction, Attribute, or Question sections. When you save the task, it is reset to the Assignee, and the answers to questions are cleared.

No updates are allowed to running system-automated tasks.

With Approver

You can edit or import data in to the Instruction, Attribute, or Question sections. When you save the task, it is reset to the Assignee, and the answers to questions are cleared.

Approver must reject the task, which sets it to Error status. From Task Details, the task owner can click Reopen to reopen the task and make changes. When you save the task, the web service runs again.

Closed/Error

From Task Details, the task owner can click Reopen to reopen the task and make changes. When you save the task, it is reset to the Assignee.

From Task Details, the task owner can click Reopen to reopen the task and make changes. When you save the task, the web service runs again.

To update tasks in a schedule:

1. Select Manage then Schedules.

2. Open a schedule.

3. Select a task with a Closed or Error status, right-click, and then select View.

The View Task dialog box is displayed.

4. Click Reopen.

5. Edit the task.

6. If the system displays a warning that the Assignee must complete the task again, or that the service will be executed again, click Yes to continue or No to cancel.

7. Perform an action:

- For a Closed task, click Close.

- For an Error task, click Save and Close.

Reassigning Users

You may periodically need to reassign users to different schedules. For example, you may create a schedule and assign a user to certain rights; however, later that employee leaves the company and another employee assumes those schedules. You can use the Reassign feature in the Manage Schedules dialog box to automatically change assignments instead of manually searching for, opening, and editing individual schedules. The Reassign feature enables you to quickly find the schedules associated with one user and reassign them to another.

To reassign users:

1. Select Manage, then Schedules.

2. Select a schedules in which you want to reassign users.

3. Select Actions, and then Reassign User.

4. For Find User, click Find User and enter search criteria for the user that you want to replace:

a. From the Select User dialog box, enter the first or last name for the user, and click Search.

b. Select the user from the results, then click OK.

5. For Replace with, click Find User and enter search criteria for the user to whom you want to reassign tasks:

a. From the Select User dialog box, enter the first or last name for the user, and click Search.

b. Select the user from the results, then click OK.

6. Select the Ending Between dates.

7. Select roles for the user that must be reassigned:

- Owner

- Assignee

- Approver

- Viewer

8. Click Reassign.

When the process ends, the system displays a “Reassign Users - Success” message that indicates that the user reassignment is complete, and displays the schedule name and total number of user reassignments made.

Authorizing System-Automated Tasks

When you create tasks or Task Types for System-Automated tasks, for security purposes, you specify a user account under which the task is run. To preserve security, you may require authorization to perform the task if any of these conditions occurs:

- If you add a System-Automated task with an alternate runtime user known as the RunAs ID to a schedule, from a template or by manually adding the task

- When you set a schedule to Open status, the system automatically issues a request for authorization if it has not been completed.

- If the parameters of a task are modified by a user other than the Assignee (or task owner if the owner is also the Assignee), the authorization is reset to unauthorized and must be obtained by entering a password. For System-Automated tasks, if a user other than the specified or default Run As user modifies the parameters, the task is reset to unauthorized.

Authorization ensures that the user performing the System-Automated task has security privileges for the application and data for which the task runs. An administrator who knows the credentials of the runtime user can perform the authorization or issue a request to the user to obtain authorization.

When the System-Automated task is scheduled to run, if authorization is not provided, the task is not run, and its status changes to Needs Attention. If an owner or Assignee edits the task, the task details indicate that authorization is required. In this case, only the RunAs ID can authorize the task.

A user who receives a request for authorization can access the Authorization dialog box from a link in the email or by logging on to the application.

See the User’s Guide.

To authorize a task:

1. Select Manage then Schedules.

2. Select a schedule.

3. Select Actions, and then Authorize Tasks, or select the Authorize Tasks icon.

The system displays a Users selection list and a table of unauthorized tasks for the selected schedule. The user selection list is populated with users that have pending System-Automated tasks assigned to them that require authorization.

4. From the user selection list, select a user.

The system displays a list of unauthorized tasks for that user. Your user name displays first on the list in bold by default. If you have no unauthorized tasks, the list is blank.

5. Select a task that needs authorization.

6. To view task details, click a task name and review the task parameters.

Tip:

To contact the task owner by email, click the Owner name next to the task and view the user details.

7. If you select a user other than yourself, the system prompts you for the user password.

a. If you know the user password, enter it. The list of unauthorized tasks is displayed. Select tasks and click Authorize to authorize them, which removes them from the list.

b. If you do not know the user password and must request authorization from the user, click Send Authorization Request, which sends an email to that user.

Setting Schedule Status

You manage the schedule lifecycle by setting the schedule status. You can set the status of a schedule to Open, Closed, or Locked, depending on its current status. To set schedule status, you must the schedule owner or a Close Administrator.

These are the available statuses:

Pending

The schedule is not yet active. This is the default status of the schedule when it is created.

Open

The schedule is open for work to be performed. Tasks in the schedule can be run.

Closed

The schedule is no longer active but follow-up work may be required. Tasks in the schedule continue to proceed based on their definitions, but you cannot add tasks to the schedule. Schedule owners or administrators can reopen a Closed schedule, which changes its status to Open.

Locked

The schedule is locked and cannot be modified. A locked schedule cannot be set back to Open status and cannot be edited. It can be viewed and deleted.

When you create a schedule, it has a status of Pending by default so that you can make final adjustments to it, and add, edit, or delete tasks.

To run a schedule, you change the status from Pending to Open. When the schedule is opened, tasks begin to execute according to their definition. Status for tasks that have met their starting condition are set to Open, and task notifications are sent to their Assignees.

Note:

If a schedule task start time is reached and authorization has not been provided for a system-automated task, the task remains in the Pending status and requires authorization. See Authorizing System-Automated Tasks.

When work on the schedule has reached a stage when follow-up work is all that is required, you set the status to Closed. You cannot add new tasks to a Closed schedule, however users can continue to work on tasks that are not complete. You can reopen a closed schedule, which changes its status to Open.

When all close tasks are completed, you set the status to Locked. You cannot edit a Locked schedule, or set it back to Open.

To set schedule status:

1. Select Manage then Schedules.

2. Select a schedule for which to set status.

3. Select Actions, and then Set Status, or select the Set Status dropdown.

4. Click one of these status options, depending on the current status:

- Open

- Closed

- Locked

Viewing Schedule History

The system maintains a history of schedule actions, which you can view from the Manage Schedules dialog box. The History tab displays the components that were updated, the modification type, the old and new values, the user who made the modification, and the change date. The information on this tab is read-only.

To view a schedule history:

1. Select Manage then Schedule.

2. Select a schedule.

3. Perform one of these actions:

- If the schedule status is Pending or Open, select Actions, and then Edit.

- If the schedule status is Closed or Locked, select Actions, and then Properties.

4. Select the History tab and review the schedule history.

5. When you finish, click OK.

Validating Schedules

You can validate schedules with a status of Pending or Open. Validating a schedule checks for problems with start and end dates, predecessor relationships, parent-child relationships, and missing task parameters for product integrations. You cannot change a schedule status from Pending to Open until all validation errors are resolved. To validate schedules, you must the schedule owner or a Close Administrator.

To validate a schedule:

1. Select Manage then Schedules.

2. Select a schedule to validate.

3. Select Actions, and then Validate, or select the Validate icon.

- If there are no errors, the system displays a Schedule Valid success message.

- If errors exist, the system displays a list.

Locking Schedules

You can lock a schedule to prevent users from making further changes.

To lock a schedule:

1. Select Manage then Schedules.

2. From the list of schedules, select a schedule.

3. Select Actions, and then Set Status, or from the Set Status dropdown, select Locked.

4. Click Close.

Viewing Schedules

In Manage Schedules, you can specify which columns to display for the list of schedules, or show all. You can also reorder columns, sort columns by ascending or descending order, or change the column widths.

To display columns:

1. Select Manage then Schedules.

2. Select View, then Columns, and then select an option:

- To display all columns, select Show All.

- To display specific columns, select or deselect the column names.

To reorder columns:

1. Select Manage then Schedules.

2. Select View, then Reorder Columns.

3. Select columns and use the Up and Down arrows to reorder.

4. Click OK.

To sort columns:

1. Select Manage then Schedules.

2. Hover over a column header until the Sort icons display, then click Sort Ascending or Sort Descending .

To change column widths:

1. Hover over the column header dividers until the arrows display.

2. Drag the columns to the desired width.

Searching for Schedules

You can use the Manage Schedules dialog box to quickly find schedules. You can enter full or partial names on which to search. You can search on additional fields such as Start Date and Owner.

If you are an administrator, the Manage Schedules page displays a list of all schedules in the system. If you are a Power User or Close User, the system displays a list of schedules to which you have access.

To search for a schedule:

1. Select Manage then Schedules.

2. Click the > sign to expand the Search box.

3. Enter full or partial search criteria for the schedule.

4. Optional: For additional search operators (such as Contains, Starts with, Ends with), click Advanced, and enter search criteria.

Tip:

Click Add Fields to select additional fields for search criteria.

5. Click Search.

Tip:

To reset the list to display all schedules, click Reset.

Deleting Schedules

You can delete a schedule that you no longer need. To delete a schedule, you must be the schedule owner or a Close Administrator. Deleting a schedule removes it and all references to it from the system.

To delete a schedule:

1. Select Manage then Schedules.

2. From Manage Schedules, select the schedule that you want to delete.

3. Click Delete.

4. At the confirmation prompt, click Yes.

10 Using Report Binders in Close Manager

Report binders enable you to create a history of all activities that occurred as part of a close schedule, for example, the Corporate Q1 Close. You use filters to specify the schedule, tasks to include, and which task information to include.

Information for all tasks that meet the binder filter criteria are output in HTML to a ZIP file. They contain HTML and other files. When you extract the ZIP file, a directory structure is formed, in which you can access the HTML file to view the report binder. Because the report is self-contained in one file, it can easily be copied, printed, or emailed for internal or external reviews.

Generating Report Binders

The Generate Report Binder dialog box enables you to specify the parameters needed to create a report. When you open a schedule in a view and run Generate Report Binder, the report binder is applied to the current view and incorporates only the tasks within the current filtered view.

The report binder is generated and returned through the browser as a document. When you run Generate Report Binder, you have the option to open it immediately or to save it to disk as a ZIP file.

To generate a report binder:

1. Open a schedule in a Task List, Gantt, or Calendar view.

2. Optional: Apply filters to reduce the number of displayed tasks.

3. Perform an action:

- From the main menu, select Tools, then Generate Report Binder.

- From the main menu, click Generate Report Binder.

- Select Manage Schedules, highlight the schedule, select Actions, and then Generate Report Binder.

4. In Report Binder Name, enter a name.

5. In Description, enter a binder description.

For Schedule Name, the system automatically displays the name of the current schedule.

6. From Optional Components, select the task components that you want to display in the report:

- Alerts

- Comments

- Attachments

Note:

Including attachments in the report greatly increases the size of the report and may impact the performance.

7. Click Generate.

8. From File Download, select Save.

The Save As dialog box is displayed, and the ZIP file name is displayed at the bottom.

9. Select a directory for the ZIP file, click Save, then Close.

Viewing Report Binders

When you generate a report binder, it is output in one zipped file. The ZIP file name is the name that you specified for the Report Binder. The report pages are merged into an HTML report, with page breaks for sections as required, so that the report can be printed with a print command. If you choose to include attachments, a separate attachment appendix, containing links to attachments with corresponding tasks and alerts, is created, which you can print separately. All attachments are downloaded to separate folders.

If you saved the report binder as a ZIP file, you can extract everything from the ZIP, which creates a directory structure with the same name as the report binder. You can see the report binder by opening the HTML page in the directory. The first report page contains information on the report binder, the schedule, and displays a list of tasks and alerts available in the report binder. You can navigate to the Tasks section to see task details such as status, Assignee, start and end dates, and duration. If a task has not started, the projected (scheduled) date is displayed. Each task is a link to a Task Detail page. By default, it includes sections for Attributes, Instructions, Questions, Workflow, Predecessors, and History. If you selected the options to include Alerts and Comments when you generated the report binder, those sections are also displayed.

The first page also contains a list of alerts into which you can drill further. From the Alert Detail page, you can navigate to the associated task.

To view report binders:

1. Navigate to the directory in which you downloaded the ZIP file, and double-click the file.

2. Extract the ZIP files to the desired directory.

3. Navigate to that directory and locate the subdirectory that matches the ZIP file name.

4. From the subdirectory, double-click report_binder_name.html to view the report binder.

11 About Supplemental Data Manager

Supplemental Data Manager is a system for management of supplemental data, typically transactional in nature.

Main Topics:

- Setting Up Supplemental Data Manager

- Navigating in Supplemental Data Manager

- Working With Dimensions

- Working With Data Sets

- Managing Form Templates

- Working with Forms

- Managing Data Collection Workflow

Supplemental Data Manager Terms

Approver

Users assigned to approve data on forms entered by Preparers. Multiple reviewers may be be assigned to a form.

Attribute

Describes the information being represented. The information can be of different data type.

Connection

A connection to a specific Oracle Hyperion Financial Management Cluster and Application.

Currencies

Known currency codes.

Data Collection Period

A Data Collection Period is made up of the combination of Year, Period, and Scenario. The status of the period defines the allowable actions for data collection:

- Open––Data collection begins when the period is open.

- Closed––No data entry is allowed, but in-progress data collection can continue.

- Locked––No changes can be made to the data for the period.

Data Set

A collection of data around a single topic. Data is manually entered.

Data Set Record

A single row of a Data Set.

Dimension

A collection of data around a single topic.

Dimension Tables

Dimension tables are considered metadata within your application. They are user-defined tables and members for selection and validation within data entry. Each Dimension table consists of one or more attributes. Each attribute is defined a data type.

Form

The main interface that allows a user to enter data. A form is created based on the attributes selected from a data set.

Form Template

Data collection and integration definition for some, or all, of a Data Set.

Frequencies

Determines how often data collections are done for a specific form. A frequency is defined in system settings and is associated with periods.

Integrator

User assigned to post back data to Financial Management on forms.

Period

A unit of time, not including Year (Jan, Feb, Q1, etc.).

Preparer

A user assigned to enter data on forms. Only the user assigned as the preparer may enter data on forms (aside from comments).

Viewer

A user assigned read-only access to data on forms.

Workflow

An individual workflow process for a single Year/Period/Scenario/Data Set/Form/ Key(Entity). This is essentially the workflow component of a Form.

Year

A numeric year unit of time.

Financial Management Integration

Financial Management integration allows the system to import the dimension definition and members from an existing Financial Management application. For Financial Management customers who plan to post summarized data collected in their application to their Financial Management applications, they can setup the application connection information and import the dimension members to use in the application.

Smart View for Office

An Excel file can be opened in Oracle Smart View for Office and stored in your application to be used for data entry.

Process Overview

Data management requires these steps:

1. The Administrator sets up system settings information: Connections, Currencies, Frequencies, Periods, Preferences.

2. The Administrator or Power User completes the required setup procedures:

- Sets up users.

- Sets up metadata information referenced in a data set; for example, dimension definition and members. See Working With Dimensions.

Note:

For existing Oracle Hyperion Financial Management applications, you can import the dimension definition and members with the Financial Management Integration process.

3. The Power User defines the data set:

- Creates data sets, attributes, and calculation and validation rules for the attributes.

Note:

Users can input or calculate an attribute.

- Creates additional Data Form Templates with a summarized section, and defines the section to include group by, and adds mapping information to Financial Management.

- Assigns workflow and access for each data form template.

- Deploys the form template to a specific data collection period to be ready for the collection process.

- If the period is not open, then the form instances are in pending status.

- If the period is open, then the form instance is active and available for data entry.

- Sends email alerts to assigned analysts for their related data forms.

4. The Preparer loads the data:

- Loads data manually or uses a CSV file for each form data, web UI, or Oracle Smart View for Office.

- Performs validation and ensure correctness of data.

- Submits data for approval.

5. The Approver reviews and approves or rejects the data (may have multiple levels of approval).

6. The Administrator opens the Period after dimensions, data sets, and forms are created in the system, and opens a Period to start the data collection process.

7. The Administrator or Power User sends email alerts to assigned analysts for their related data forms.

8. The Preparer or Approver groups and filters data to focus on certain data segments.

9. The User who performs posting to Financial Management is the one assigned as Integrator for the form. This user must also have proper data access in Financial Management to post the data to Financial Management:

- View summarized data after data is approved (depends on workflow option)

- Post data to Financial Management

10. The Administrator closes and locks the period for the data collection:

- Closes Period for Data Collection (prevent additional form instances to start)

- Locks Period for Data Collection (no more changes)

12 Setting Up Supplemental Data Manager

Related Topics

- Starting Supplemental Data Manager

- Setting Up Users

- Assigning Security Roles

- Assigning Access Rights in Supplemental Data Manager

- Managing System Settings

- Defining Integrations

Starting Supplemental Data Manager

Note:

The Oracle Hyperion Shared Services server, the Oracle Hyperion Enterprise Performance Management Workspace server, and the product server must be running before you launch your application. See the Oracle Enterprise Performance Management System Installation and Configuration Guide.

To access your application, log on to EPM Workspace and launch your application.

To start your application:

1. From a web browser, enter the URL for your application Log On page.

The URL is the web server host name, web server port, and workspace.

By default, the Workspace URL is http://SERVER_NAME:PORT/workspace/.

2. In the EPM Workspace logon, enter your system user name and password, and then click Log On.

If an error message indicates that the system cannot authenticate a user, verify these conditions:

- The user is provisioned for the application. If not, use Shared Services to provision the user.

- The user token or session is not timed out. If it has timed out, log off, and then log on to start a new session.

- The web server is configured and running. If there is a problem with the web server, contact the system administrator.

3. From EPM Workspace, select Navigate, then Applications, and then your application.

See:

- Assigning Security Roles

- Assigning Access Rights in Supplemental Data Manager

- Defining Integrations

- Managing System Settings

Setting Up Users

Before working with your application, you must set up users and assign security roles.

To set up users, follow this process:

- Use Oracle Hyperion Shared Services to create and manage groups as needed for easier security assignment.

- Use Shared Services to provision users or groups with security roles.

For information on using Shared Services, see the Oracle Enterprise Performance Management System User Security Administration Guide.

Assigning Security Roles

Access to your application depends on user security roles and the privileges given to the role:

Table 12-1 Security Roles

Security Role

Description

SDM Administrator

Controls system administrative tasks, except provisioning. The Administrator can perform these tasks:

- Perform all tasks that a Power User has rights to

- Perform onetime system setups; for example, defines system currency, available currencies, periods, and frequency

- Define and perform Oracle Hyperion Financial Management integration Imports Dimension table definition and members from Financial Management

- Define data sets

- Define forms and assign workflow for the forms

- Deploy data sets to data collection periods

- Manage data collection periods:

- Define the dates for the period

- Open, close, and lock periods

Has full access to the following objects:

- All system settings information

- All dimension definitions and members

- All data set definitions

- All form definitions

- All workflow status for any forms

- Modifies or views data

SDM Power User

The same user is often the administrator and power user.

- Performs the tasks that an analyst can do if the power user is also assigned as the preparer or the approver or the integrator for the form data

- Defines dimension tables and creates dimensions members for the system

- Defines data sets

- Defines forms and assigns workflow for the forms.

- Deploys data sets to data collection periods

Has full access to the following objects in the application:

- All dimension definitions and members

- All data set definitions

- All form definitions

- All workflow status for any forms

- Modifies data or views data only if also assigned in the workflow as preparer, approver, integrator, or viewer for specific form instances.

SDM Dimension Editor

The Dimension Editor assumes the "local" power user role for the maintenance of dimension members. This role is important because dimension members can be different for a different entity and it would not be possible for a global power user to create all valid members for all entities.

- Can add or remove members from the dimension.

- Cannot create dimensions or change dimension definitions.

- This security role allows a user who needs to create additional members for dimension while entering data.

- Users cannot view data or workflow status for any form instance unless assigned as preparer/approver/integrator/viewer.

Note:

The viewer option is for both data and status. However, for each entity assigned in the workflow of the form, viewers can view data:

- Always

- After submission

- After approval

SDM User

Access data for a form instance. Whether it is view or modify, access depends on the workflow assignment. Users can't access system settings or metadata information.

- User assigned as preparer of a specific form instance can perform data entry and modify the data for that form.

- User assigned as approver of a specific form instance can only view data for the form.

- User assigned as integrator of a specific form instance can only view data for the form.

- User assigned as Integrator of specific form instance to post data to Financial Management must be a valid user in the Financial Management application to which data is posted and this user must have "modify" access to the data cell in Financial Management to which the amount is written.

- User assigned as Viewer of specific form instance can view data only for the form.

- A user can view workflow status for any form instances for which user is assigned as preparer, approver, integrator. viewer.

Note:

The viewer option is for both data and status of the form. However, for each entity assigned in the workflow of the form, the viewer has the option to view data:

- Always

- After submission

- After approval

SDM Drill Through

The Drill Through role allows user to access drill through on a landing page containing the form instance supporting the data posted to Financial Management. The user can view the information only in this form instance. The user can perform actions, such as print preview or export to a spreadsheet, only on this drill-through landing page. This user can't access the application system.

SDM Report Designer

- Access to manage reports

- Access to generate reports

You assign security roles in Oracle Hyperion Shared Services Console, which displays a list of users, groups, or teams from your external authentication provider. You can assign security roles to groups or individuals.

To assign security roles:

1. From EPM Workspace, select Navigate, then Administer, and then Shared Services Console to access Oracle Hyperion Shared Services.

2. Expand the User Directories folder, and then expand the directory where the users reside.

3. Perform an action:

- To assign security roles to a user, select Users.

- To assign security roles to a group, select Group.

4. Select a user or group.

5. Provision the user using one of these methods:

- Right-click and select Provision.

- Select Administration, and then Provision.

- Click Provision.

6. From Available Roles, expand and select your application, then expand to a role, then click the arrow button to add the role to the user, and then click Save.

7. Review the summary report, and then click OK.

Assigning Access Rights in Supplemental Data Manager

The functions a user is authorized to perform are determined by the roles authorized for the user.

For each form, a specific user is assigned as either the Preparer or the Approver for the form. If posting to Oracle Hyperion Financial Management is required, then a specific user is assigned as the Integrator for the form.

Preparer

Write access to the form data

Approver

Read access to the form data

Integrator

Read access to the form data

Viewer

Assigned to the form and has read access

In each form, an entity further manages data access. When Preparers, Approvers, Integrators, or Viewers are assigned to the form, they are also assigned access to a specific Entity’s data.

Note:

The viewer option is for both data and status of the form. However, for each entity assigned in the workflow of the form, the viewer can view data:

- Always

- After submission

- After approval

Modules

Administrator

Power User

Dimension Editor

User

Report Designer

System Settings

Manage Reports

Manage Reports

Generate Reports

Generate Reports

Generate Reports

Generate Reports

Generate Reports

BI Dashboard

BI Dashboard

BI Dashboard

BI Dashboard

Data Set Dashboard

Data Set Dashboard

Data Set Dashboard

Data Set Dashboard

Workflow Dashboard

Workflow Dashboard

Workflow Dashboard

Workflow Dashboard

Dimensions

Dimensions

Dimensions

Data Collection Periods

Data Collection Periods

Integrations

Integrations

Data Sets

Data Sets

Form Templates

Form Templates

Data Security

Data security in the application is controlled based on the user’s role assigned to the data form and access to the Entity’s data.

Preparer

Write access to the form data of an entity

Approver

Read access to the form data of an entity

Integrator

Read access to the form data of an entity

Viewer

Read access to the form data of an entity

Managing System Settings

Related Topics

- Managing Connections

- Managing Currencies

- Managing Frequencies

- Managing Periods

- Changing the Data Collection Period Status

- Defining Preferences

Managing Connections

You can integrate your application with external systems, such as Oracle Hyperion Financial Management. You set up connection information from existing Financial Management applications and leverage the information defined in these applications for initial system setup.

See:

- Defining a Connection

- Editing a Connection

- Deleting a Connection

Defining a Connection

To define a connection:

1. In your application select Manage, and then System Settings. In System Settings, select Connections.

2. Select Actions, and then New.

3. Enter the Name (must be unique), Description, Cluster Name, and Application Name.

4. To test the connection, click Test Connection.

Editing a Connection

To edit a connection:

1. In your application select Manage, and then System Settings. In System Settings, select Connection, and then click a connection.

2. Change the Connection Name and Description.

3. Select a cluster name and Application Name.

4. To test the connection, click Test Connection.

Deleting a Connection

You cannot delete a connection if the connection is used as part of the integration definition or if it is used in data mapping for posting. See Defining Integrations.

To delete a connection:

1. In your application select Manage, and then System Settings. In System Settings, select Connection, and then select a connection.

2. Select Actions, and then Delete.

3. Click Yes to the question, "Are you sure you want to delete (connection name)."

Managing Currencies

This section contains the following subtopics:

- Using Close Manager

- Using Close Manager

- Using Close Manager

Disabling Standard Currencies

Standard currencies are installed with the product. If you want to disable unused currencies on available currency lists, disable them in the Currency System Settings.

To disable standard currencies:

1. In your application select Manage, and then System Settings. In System Settings, select Currencies.

2. Select a currency, and then clear Enabled.

Creating Custom Currencies

To create custom currencies:

1. In your application select Manage, and then System Settings. In System Settings, select Currencies.

2. Select Actions, and then New.

3. Enter:

- Currency Code

- Decimal Places

- Currency Symbol

- Description

- Enabled
If the currency is enabled, then it is displayed in the currency list.

Editing Custom Currencies

To edit custom currencies:

1. In your application select Manage, and then System Settings. In System Settings, select Currencies.

2. Select a currency and edit Decimal Places, Currency Symbol, Description, and select or clear Enabled.

Deleting Custom Currencies

To delete custom currencies:

1. In your application select Manage, and then System Settings. In System Settings, select Currencies.

2. Select a currency, then Actions, and then Delete.

You cannot delete the following currencies:

- A standard currency. It is always locked.

- An enabled currency. Disable the currency before deleting it.

- If a currency is in use, an error message tells you where it is used and prevents you from deleting it.

3. Click OK.

Managing Frequencies

Frequency is defined to assign to the period.

An example of frequency: Once, Perpetual, Daily, Weekly, Monthly, Quarterly, Half-Yearly Yearly.

Creating Frequencies

To create frequencies:

1. In your application select Manage, and then System Settings. In System Settings, select Frequencies.

2. Select Actions, and then New.

3. Enter the Name and Description of the frequency. For example: Monthly, Quarterly.

Editing Frequencies

To edit frequencies:

1. In your application select Manage, and then System Settings. In System Settings, select Frequencies.

2. Select a frequency and edit the Description.

Deleting Frequencies

You can delete frequency if they are not used in the period.

To delete frequency:

1. In your application select Manage, and then System Settings. In System Settings, select Frequency.

2. Select a frequency and select Actions, and then Delete.

If the frequency is in use by other items, it cannot be deleted and the Delete button is disabled.

Managing Periods

In system settings you define the period label and frequency. The actual date information (the start, end date, and close date of the period) is defined in Manage Data Collection Period dialog.

Creating Periods

To create a Period:

1. In your application select Manage, and then System Settings. In System Settings, select Period.

2. Click Actions, and then New.

3. Enter:

- Start Year

Note:

The Start Year of one period cannot overlap the End Date of a previous period.

- Number of Years, the maximum number of years is 20

- Period Name, the maximum characters is 80
You can use special characters; example: 02/15/2015.

- Description, the maximum characters is 1000

- Frequency
You can specify which frequencies are used in each period by selecting the frequencies from the list of defined frequencies. See Creating Frequencies

Editing Periods

You can edit:

- A period label as long as the period is not open, closed, or locked in the Manage Data Collection Period and that no data existed for the period

- A period description even if it is in use.

- The frequency assigned to the period as long as there is no data existing for the period, and that the period is not open, closed, or locked in the Manage Data Collection Period.

To edit a Period:

1. In your application select Manage, and then System Settings. In System Settings, select Periods.

2. Select a Period and edit Name, Description and select a Frequency.

Deleting Periods

You cannot delete a period if data exists for the period and the period is either opened, closed, or locked.

To delete a Period:

1. In your application select Manage, and then System Settings. In System Settings, select Periods.

2. Select a period and click Delete.

Changing the Data Collection Period Status

The following are the available statuses for a Data Collection Period (Year/Period/Scenario combination):

Table 12-2 Data Collection Status

Status

Icon

Description

Pending

Periods are initially set with a status of Pending. When a period is "Pending," the data collection process cannot start for the period. The Administrator and Power User can continue to create dimensions, data sets, and form templates for the system.

If the status of a period is anything other than Pending, then all date fields of that record are locked.

Open

Allows work to begin on data collections after the data collections start date is reached. After a period is opened, you can't reset it to Pending. The form instances generated in the "Deploy Data Set" process are inactive until the period is opened.

Closed

After the period is finished, you can't add data collections to the period. However, you can continue to work on data collections and import updated data.

Locked

After work has concluded, periods can be locked, which prohibits changes to the data collection. Users cannot add data collections to the period, modify data collections, or import data.

Re-Open

A data collection period can be reopened to allow new or updated form instances to be generated.

To change the status of Data Collection Periods:

1. Select Manage, and then Data Collection Period.

2. Select a Year and Scenario.

3. Select a period, and edit, if necessary, the Start Date, End Date, and Close Date.

4. Click Actions, and then select Open Period, Close Period, or Lock Period.

Defining Preferences

To define preferences:

1. In your application select Manage, and then System Settings. In System Settings, select Preferences.

2. To define Number Format, select the Decimal Places and the Negative Number display; for example: -1,234 or (1234).

3. Define Cell Format.

Defining Integrations

You can integrate your application with Oracle Hyperion Financial Management and automate the setup by importing the information from an existing application; for example, frequency, periods, year, dimensions, and members.

A connection must be already defined. See Managing System Settings.

When you define the Period names in Supplemental Data Manager, they must match the Period names in Oracle Hyperion Financial Close Management. For example: April for HFM April, not Apr for HFM April.

To define integrations:

1. In your application, select Manage, and then Integrations.

2. Click Actions, and then Add.

3. On the Properties tab, enter a unique integration Name and a Description.

Note:

Each integration can have only one connection.

4. Select the Dimension Selection tab.

- To use the default settings, which are the applicable Financial Management dimensions and corresponding application dimension names and attributes for the integration, click Save and Close. The system creates the dimension table definition and imports the frequency, periods, and currency information and stores the information.

- In System Settings Options, select the options needed:

- Frequency/Years/Periods

- Currencies

- To edit dimensions and dimension attributes, click a dimension row.

- Source Dimension: Clear existing selections.

- SDM Dimension: Change the default Supplemental Data Manager Dimension name.

Note:

The default is the Supplemental Data Manager dimension name to the same as the Financial Management dimension name. However, with multiple integrations to different Financial Management applications in Supplemental Data Manager, if you need to store different attributes for the dimension, you can store the attributes as separate dimension tables. Specify a unique dimension name for each application.

Examples:

The entity dimension attributes from HFMAPP1 may be different from HFMAPP2; therefore, they have different entity dimension names: App1_Entity and App2_Entity.

Differences in dimension members in different Financial Management applications; therefore, they have separate entity dimension tables and names.

- Dimension Attributes—You can change the default name of the Supplemental Data Manager dimension attributes to any unique label.

Note:

Duplicate attribute labels within the same dimension are not allowed.

5. Click OK.

13 Navigating in Supplemental Data Manager

Related Topics

- Supplemental Data Manager Views

- Filtering Views in Supplemental Data Manager

- Saving Views

Supplemental Data Manager Views

Use dashboards and views to present records for onscreen viewing, to provide drill-down capabilities to record details, and to print or export to Excel for ad-hoc reporting.

BI Dashboard View

You can focus on key statistics and record sets by configuring dashboard portlets. You can see up to four portlets at once, or you can maximize one portlet for full-screen viewing.

Dashboard Portlet types:

- Data Set
Contains the details of the selected data set, making it easy to view and filter the information of Data Set transactional dashboard.

- My Worklist
Contains the list of forms, depending on the user's access and status for each form, for the user for the selected period. Typical users can use My Worklist to see form instances that need attention.

The My Worklist summary list is displayed in the Supplemental Data Manager left panel. Click on a form to open it.

- Status Chart
Uses a pie chart to indicate the status of the forms, showing the percentage and the number of forms that are Pending, Open with Preparer, Open with Approver, Open with Integrator, or Closed. The Administrator or Power User sees the summary status for all forms for all users in the system for the selected period. The Analyst sees only the relevant form information.

- Workflow
The Workflow portlet contains all the form instances that a user has access, the preparer and approver information, and the status of the from.

Working with the BI Dashboard Portlets

You can select to view one to four portlets: My Worklist, Status Chart, Data Set Portlet, Workflow Portlet.

To select a BI Dashboard portlet:

1. From Quick Links, select BI Dashboard , or Data Set Dashboard, or Workflow Dashboard.

2. On an empty space, right-click and select a portlet.

3. For My Worklist and Workflow, Status Chart, to view or hide column attributes, click View and select the attributes. To open the Attribute Selection dialog where you can select and move the attributes order, click Show More...

4. Change the portlet state:

- Minimize, Maximize, Close are on the upper right corner of each portlet.

- Minimize—Minimized portlets are represented by buttons in the minimized area.

- Maximize—Maximized portlets are expanded to fill the portlet region and all other portlets are minimized, represented by buttons in the minimized area.

- Close.

- Restore—Right-click on the buttons in the minimized area, and then select Restore to resize to the portlet.

- Move—Drag a portlet to another portlet area. The portlets are swapped.

- Refresh—Right-click and select Refresh to update the portlet data.

Transactional Views

For Transactional views, see:

- Working With Data Sets

- Managing Dimensions

- Managing Form Templates

- Defining Integrations

- Generating Reports

Available View Actions

On the BI Dashboard, Data Set Dashboard, and Workflow Dashboard, your can perform these actions:

- Left-click: Highlights the record. The Information Panel at the bottom of the screen updates to display the record details.

- Right-click: Displays a context-sensitive menu that enables you to perform certain actions. Menu contents depend on the status and security role.

- Change View: Click a toolbar button to change the view type.

- View: Show, hide, and reorder parts of the view.

- Columns: Sort columns by ascending or descending order. Change widths by dragging.

On the Status Chart portlet, left-clicking a status graph slice launches the Workflow transactional dashboard with the user’s filter in effect, displaying only items with the status of the slice.

Displaying Column Attributes inSupplemental Data Manager Views

Selecting Attributes

You can specify which attributes to display in a view.

To select attributes for a view:

1. In a BI Dashboard, Data Set Dashboard, or Workflow, click Attributes.

2. In Attributes Selection, select the attributes to display.

3. To reorder attributes, select an attribute in the Selected list box, and then click the arrows.

4. Click OK.

Reordering Attributes

In list views you can reorder attributes.

To reorder attributes:

1. Select View, and then select a view.

2. Select an attribute, and then drag it to a new location.

3. Click OK.

Changing Attribute Widths

To change attribute widths:

1. Hover over the right side of the attribute until the icon changes to a double bar.

2. Drag the right side of the attribute to resize it.

Sorting attributes

In the list views, you can sort attributes by ascending or descending order.

To sort attributes:

1. Select View, and then select a view.

2. Hover over a header until the Sort icons are displayed, and then click Sort Ascending or Sort Descending .

Filtering Views in Supplemental Data Manager

Filters allow users to control what records they see in list views and dashboards. You can apply filters against BI Dashboard, Data Set Dashboard, Workflow Dashboard, Dimensions, Data Sets, Integrations, including system and attributes. All users can save private filters for future use by the user who created it. Administrators and power users can also save public filters accessible by all users.

The filter panel provides two modes for building filters:

Basic

The basic filter mode exposes access to all filterable attributes and allows the user to provide values for the attributes they wish to filter on and the operand to use for filtering. Typical operands include: equal to, not equal to, starts with, ends with, contains, greater than, less than, etc. The list of operands available depends on the data type of the attribute. For example, operands for filtering text values are different than the operands for filtering numeric values. Filters configured in basic mode are combined together using "and" logic, which means only those records that meet all filter criteria are displayed.

Advanced

The advanced filter mode enables configuration of more complex filters using "and" and "or" logic and grouping logic to determine the order in which filters are applied. Like the basic filter mode, the advanced filter exposes access to all filter attributes.

Creating Filters

To create filters:

1. On the Filter panel, click Manage Filters .

2. Click New.

3. Enter:

- Name

- Description

- Type—Select one type

- Public
Select if anyone can view this filter.

- Filter Definition
A group of conditions that limit the list.

- Condition
You can define the properties of a condition or group:

- Conjunction
Select And or Or. These state how this condition or group relate to prior sibling conditions or groups. This field is enabled only if the selected node is not the first child of its parent node.

- Attribute—An attribute is a field or value that a condition will be comparing to a value for inclusion in the result set of a filter. However, for the case of a filter, an attribute denotes more than the list of user-defined attributes.

- Operand—States what kind of evaluation to perform against the attribute.

- Value—Specifies what values to compare the attribute against. The type of attribute determines what input field is available.

Editing Filters

To edit filters:

1. On the filter panel, click Manage Filters .

2. Select a filter.

3. Click Edit.

4. Edit the filter.

5. To reset a filter to the original definition, from the Filter panel, click Reset .

6. To save:

- On the Edit Filter dialog box, click OK.

- On the Filter panel, click Save .

Duplicating Filters

To duplicate filters:

1. On the filter panel, click Manage Filters .

2. Select a filter, then click Duplicate.

3. Select the duplicated filter, then select Actions, and then Edit.

4. Make your changes and then click OK.

Deleting Filters

To delete filters:

1. On the filter panel, click Manage Filters .

2. Select a filter.

3. Click Delete and then click Yes to the question, "Are you sure you want to delete (name of filter)."

Saving Views

As of Release 11.1.2.4.200, you can save views in all three Financial Close Management modules. The views or dashboards that support saved views are:

- Close Manager - Task list view, Gantt view, or Calendar view

- Task and Gantt views save the filter, the column selection, and sort order.

- Calendar view saves the filter and the mode (Month, Week, or Day).

- Supplemental Data Manager - Dataset dashboard and Workflow dashboard

- Account Reconciliation Manager - Profile list view, Reconciliation list view, or Transaction list view

To see all the saved views, click Manage Views. An administrator or power user can also select Publish at the top of the dialog to make that private version available to other users. The saved view is duplicated and there is now a private and public version. The public version will show a check mark in the Public column.

Another feature in Manage Views is Set Default. For a published saved view, an administrator or power user can set that view as the default so that saved view will not only be available to all users of that view type (i.e. Task List, Gantt, Calendar), but it will also be selected by default when a user opens that view type.

To use saved views:

1. Adjust the view to see the data you would like by adjusting filters, columns or sorting.

2. Click Save View at the top of the dialog. For example,

3. In the Save View dialog, enter a Name and optionally a description and click OK.

To see all the saved views, click Manage Views. An administrator or power user can also select Publish at the top of the dialog to make that private version available to other users. The saved view is duplicated and there is now a private and public version. The public version will show a check mark in the Public column.

Another feature in Manage Views is Set Default. For a published saved view, an administrator or power user can set that view as the default so that saved view will not only be available to all users of that view type (i.e. Task List, Gantt, Calendar), but it will also be selected by default when a user opens that view type.

14 Working With Dimensions

Related Topics

- Managing Dimensions

- Managing Dimension Attributes

- Managing Dimension Members

Managing Dimensions

A dimension has a name and associated attributes. A dimension table contains metadata information to use for lookup or reference purposes. Each dimension table has one or more attributes. A dimension table definition is created or imported from a Oracle Hyperion Financial Management application. You can view and import the dimension metadata from external sources such as Financial Management.

System-generated dimensions:

Scenario

Contains Scenario and Scenario Description

Entity

Contains Entity and Entity Description

Note:

You cannot remove or modify these dimension definitions and attributes.

To add attributes to these dimensions, edit the dimension. See Editing Dimensions.

You can also add attributes as part of the product integration.

Adding Dimensions

To add dimensions:

1. In your application, select Manage, and then Dimensions.

2. Click Actions, and then Add.

3. On the Properties tab, enter a name and description.

4. On the Attributes tab, add the dimension attributes. See Adding Dimension Attributes.

5. Click Save.

6. The History tab logs changes to Dimensions, including changes in modification types, supporting objects, modified by, the old and new values.

Editing Dimensions

To edit dimensions:

1. In your application, select Manage, and then Dimensions.

2. Select a dimension, then click Actions, and then Edit.

3. Enter updates.

Deleting Dimensions

To delete dimensions:

1. In your application, select Manage, and then Dimensions.

2. Select a dimension, then click Actions, and then Delete.

3. Click Yes to answer the question, "Are you sure you want to delete the selected items?"

Note:

The dimension must not be referenced in another dimension or in a data set. You cannot remove Scenario and Entity dimensions, because they are system-created dimensions.

Managing Dimension Attributes

Related Topics

- Adding Dimension Attributes

- Editing Dimension Attributes

- Deleting Dimension Attributes

Adding Dimension Attributes

To add dimension attributes:

1. In your application, select Manage, and then Dimensions.

2. Select a dimension, then click Actions, and then Edit.

3. On the Attributes tab, click Actions, then New, and then Add Attribute.

Enter the following:

- Name

- Description

- Key Attribute
Select Key Attribute if this attribute is the key attribute.

- Data Type
Select one:

- Date

- Date and Time

- Integer

- List
Do one:

- Click Add, and then enter values for the attribute.

- To import or export list items from a CSV file, click Import or Export .

Note:

This feature is available only in 11.1.2.4.101 (patch 21357574). For information about new features and updating to release 11.1.2.4.101, see My Oracle Support https://support.oracle.com/.

Select Import Type to have any new import add items to the end of the list.

- Number
If you select Number, select formatting options (The defaults are set in the Preferences section of the System Settings:

- For Decimal Places, enter a value for the number of decimal places to be displayed.

- Select Display as Percentage to display a percent sign.

- Select Thousands Separator to display a thousands separator (for example, 1,000.00). The system displays the thousands separator symbol for the user locale.

- In Negative Number, select how to display negative numbers; for example, (123).

- Text (255 characters maximum)

- True or False

- Yes or No

- Default Value
The attribute is populated with this value by default, which you can override.

4. Click OK.

5. In Update Dimension, to select the new attribute as a "Key Attribute" for the dimension, select Key Attribute.

Note:

The system allows multiple attributes as key for a dimension.

Editing Dimension Attributes

To edit dimension attributes:

1. In your application, select Manage, and then Dimensions.

2. Select a dimension, then click Actions, and then Edit.

3. On the Attributes tab, select an attribute, and then click Edit.

Edit the following:

- Name

- Description

- Data Type

Note:

You can't change the data type if a member already exists for the dimension or if the attribute is referenced in a data set.

Select one:

- Date

- DateTime

- List
Click Add and enter values for the attribute.

- Integer

- Number
If you select Number, select formatting options (Defaults are set in the Preferences section of the System Settings):

- In Decimal Places, enter the number of decimal places to be displayed.

- Select Display as Percentage to display a percent sign.

- Select Thousands Separator to display a thousands separator (for example, 1,000.00). The system displays the thousands separator symbol for the user locale.

- In Negative Number, select how to display negative numbers, for example, (123).

- Text (255 characters maximum)

- True or False

- Yes or No

- Default Value
The attribute is populated with this value by default, which you can override.

4. Click OK.

5. In Update Dimension, to select the new attribute as a "Key Attribute" for the dimension, select Key Attribute.

Note:

The system allows multiple attributes as key for a dimension.

Deleting Dimension Attributes

To delete dimension attributes:

1. In your application, select Manage, and then Dimensions.

2. Select a dimension, then click Actions, and then Edit.

3. On the Attribute tab, select an attribute, and then click Delete. Click Yes to answer the question, "Are you sure you want to delet the selected items?"

Note:

You can't delete an attribute if it is referenced in a data set.

Managing Dimension Members

Related Topics

- Adding Dimension Members

- Editing Dimension Members

- Removing Dimension Members

- Importing Dimension Members

- Exporting Dimension Members

Adding Dimension Members

To add dimension members:

1. In your application, select Manage, and then Dimensions.

2. Select a dimension.

3. In Members and Attributes, click Add.

4. Enter the attributes.

Editing Dimension Members

To edit dimension members:

1. In your application, select Manage, and then Dimensions.

2. Select a dimension.

3. In Members and Attributes, click a member, and then edit the values of the dimension member.

4. Click Actions, and then Save.

Removing Dimension Members

To remove dimension members:

1. In your application, select Manage, and then Dimensions.

2. Select a dimension.

3. In Members and Attributes, select a member.

4. Click Delete, and then click Yes to answer the question, "Are you sure you want to delete the selected items?"

Importing Dimension Members

Administrators and Power Users can import dimension members from standard flat comma-separated value (CSV) files.

To import dimension members:

1. In your application, select Manage, and then Dimensions.

2. Select a dimension.

3. In Members and Attributes, click Actions, and then Import.

4. Click Browse, and then navigate to the file you want to import.

5. Select one of the following:

- Replace—Replace dimension members with the definition in the import file. Replaces the member with the member in the file that you are importing. It does not affect other members that are not specified in the import file.

- Update—Update some member attributes.

6. Date Format

Note:
This feature is available only in 11.1.2.4.100 (patch 20307212). For information about new features and updating to release 11.1.2.4.100, see My Oracle Support https://support.oracle.com

Select a Date Format from the drop down list of allowed date formats. Date formats are not translated. By default, the date format is set to the locale date format of the exported file location.

For example:

- MM/dd/yyyy

- dd/MM/yyyy

- dd-MMM-yy

- MMM d, yyyy

7. Click Import.

8. The Results screen displays the number of imported dimension members.

9. Click OK or Reset. The Reset button clears the dialog, and you can select another file to import. The imported members are saved with the import.

Exporting Dimension Members

Administrators and Power Users can export dimension members to standard flat comma-separated value (CSV) or XLS files.

To export dimension members:

1. In your application, select Manage, and then Dimensions.

2. Select a dimension.

3. In Members and Attributes, select a member.

4. Click Actions, then Export , and then select the CSV or XLS file format.

5. Browse to where you want to save the file.

6. Click OK.

15 Working With Data Sets

Data sets contain definitions of data tables. A data set consists of attributes of information for any data record. Data sets can contain attributes from Dimension, and you can enter attributes. Only Administrators or Power Users can create and update the data set definition.

Manage Data window sections:

- A master section displays a listing of Data Sets with columns: Name, Description, Last Updated on, and Last Updated By

- An Attributes section with columns: Name, Data Type, and Assign Workflow

- Associated Form Templates with columns: Name, Description, Scenario, and Last Update. You can add, edit, and remove form templates from the selected data set

Creating Data Sets

A new data set always contains the entity attribute and is always displayed to show that you can assign this entity to a workflow.

Note:

The Entity key identifier and Assign Workflow options are selected by default.

To create data sets:

1. In your application, select Manage, and then Data Sets.

2. Select Actions, and then New.

3. On the Properties tab, enter the data set information:

- Name—Enter a unique name.

- Description

4. Add or view information on the following Data Set tabs:

- Adding Data Set Attributes

- Viewing Data Set History

Adding Data Set Attributes

To add data set attributes:

1. From Quick Links, select Data Sets.

2. Select a data set, and then click Edit .

3. Select the Attributes tab, which has the following columns:

- Key Identifier
If no data exists for this data set, you can modify the Key Identifier and attributes of the data set.

Note:

The Key Identifier and Assign Workflow check box option for Entity is selected by default. As you add attributes, you can select one or more as the Key Identifier.

- Assign Workflow
Only attributes with Key Identifier ON can be assigned workflow. Assign workflow ON means that you want to select members from this dimension to assign workflow to each preparer. To assign workflow, the attribute must be a dimension, because you assign a workflow from a predefined list.

- Name

- Dimension Name

- Data Type—Date, Date and Time, Integer, List, Number, Text, True or False, Yes or No

- Total—Enables you to specify the totaling method for the attribute:

- Sum: Additive total

- Average: The average of the rows with data. Rows without data are not counted in the denominator

- Count: The count of the rows with data

- None: No total is calculated

4. Click Actions, then New, and then select:

- Add Attribute: Go to step 5.

- Add Attribute from Dimension:

a. Select a Dimension.

b. Select attributes from the Available Attributes list and Move them to the Selected Attribute list.

Note:

The system includes the key attribute of the dimension as a Selected Attribute. You cannot clear the key attribute.

c. Click OK and then Save or Save and Close.

5. If you selected Add Attribute, on Create New Attribute, enter the Properties tab information:

- Name

- Description

- Specify the Attribute Type:

- Input: Input is the default, and the Validations tab is enabled.

Note:

For periods that have been opened and form instances created, the modified validation rule does not apply. Changes made apply only to new form instances.

- Calculated: If type is Calculated, then the Calculated tab is enabled.

Changing the attribute type overrides previously specified Validations or Calculations. You cannot change this setting after the Attribute is created.

- Data Type
Select one:

- Date

- Date and Time

- Integer

- List
Click Add and enter values for the attribute. List is local to the Data Set and can't be shared among other Data Sets.

- Number
If you select Number, select formatting options to override the defaults set in the Preferences section of System Settings. See Defining Preferences.

- For Decimal Places, enter the number of decimal places to display.

- Select Display as Percentage to display a percent sign.

- Select Thousands Separator to display a thousands separator (for example, 1,000.00). The system displays the thousands separator symbol for the user locale.

- In Currency, select the currency, for example, (INR)

- In Negative Number, select how to display negative numbers; for example, (123).

- To scale a number, in Scale, select from 1000 to 1000000000000

- Text (255 characters maximum)

- True or False

- Yes or No

- Required
If the attribute is required, you must enter a value in this field during data entry.

- Use Value
If Use Value is populated, the system applies the value entered by the designer for any record created by the user.

Note:

You can change the default value during data entry.

6. Click OK to save the attribute.

Note:

You must save the attribute before including it in a calculation.

7. Do One:

- If you selected Input for the Attribute Type, then select the Validations tab.
To add a conditional expression:

You can create a special validation rule for the value entered by the user.

a. Click Add.

b. Select an Operand and enter Value1 and Value2.

c. If you need a second condition, select from the following lists:

- Conjunction; for example, And, Or

- Operand; for example, Equals, Between, Does not Equal, Greater than, Is blank, Is not blank, Less than, Not between

- Value1 and Value2

d. Click OK.

- If you selected Calculated for the Attribute Type, then select the Calculations tab.
The following is an example of how to add a calculation attribute:

a. Create a data set with these attributes:
Int1: Input and Data Type: Integer. Click OK, and on Edit Data Set, select Int1 as a Key Identifier.

TextInput: Input and Data Type: Text.

b. Save the data.

Note:

You must save the attribute now to use it in TextCalc.

c. Create an attribute TextCalc: Calculated and Data Type: Text.

d. On the Calculations tab, enter the following fields:

i. Calculation Type: Select Scripted.

ii. Add Function: Select TextLocation, and then click

iii. INSTRING(<Value>, <Value To Search>) is added to Calculation Definition.

iv. Click <Value> and either enter a value (enclosed in single quotation marks and case sensitive), or, in Add Attribute, select an attribute, TextInput, and then click

Note:

<Value> changes to {TextInput}.

v. Replace <Value to Search> with 'tion'

Note:

Ensure that you replace <xxx> with single quotation marks: 'xxx'

Example INSTRING({TextInput}, 'tion')

8. To add a calculation expression:

a. Select a data type and calculation type as described in the following table:

Table 15-1 Data Type and Calculation Type

Data Type selected on Properties Tab

Calculation Type

Description

For all data types

Assign Value to List, and then select the Attribute value.

Note:

You must have saved the List attribute values.

Return an attribute value based on the assignment to a List member.

For all data types

Conditional

For a given attribute, return attribute value A if specified conditions have been met. If the conditions have not been met, return attribute value B.

List

Assign List To Value

Based on the value of an attribute, return the related member from the list.

Numeric, Integer

Formula

Calculate an attribute using common mathematical expressions.

Example: (A+B)/C

Numeric, Integer

Round

Round attribute to the specified number of digits. The default is 2.

Text

Concatenate

Paste together text attributes. This includes literal strings and automatically converting non-text attributes to strings.

Example: First_Name+““+Last_Name+“:”+Birth_Date

Integer, Number, Text

Scripted

Note:
This feature is available only in 11.1.2.4.100 (patch 20307212). For information about new features and updating to release 11.1.2.4.100, see My Oracle Support https://support.oracle.com

A free-form scripted calculation. Scripted is available for attributes of type Integer, Multi-line Text, Number, or Text. See step 9.

b. Click OK.

9. Scripted functions with examples:

- Average Prior: Averages a numeric amount over the prior X periods.
AVERAGE_PRIOR(<Value>, <Number of Periods>, <To Currency*>

Example: AVERAGE_PRIOR( {Balance (Reporting)}, '2', 'EUR'

- Date Difference: Returns the difference in days, hours minutes, or seconds between two dates. For DATE 1 and DATE 2, the values TODAY and NOW can be used, which denote the current date (with no time component) and date-time, respectively.
DATE_DIFF(<Date1>, <Date2>, <Type>)

Example: DATE_DIFF('TODAY', {Preparer End Date}, 'DAYS') or DATE_DIFF({Preparer End Date}, 'NOW', 'HOURS')

- Extract Text: Returns the substring within the value, from the positions specified.
SUBSTRING(<Value>, <Location>, <Length>)

Example: SUBSTRING( {Name} , 5, 10)

- If Then Else: Allows the user to insert a conditional calculation into the scripted calculation. IF_THEN_ELSE calculations can also be nested to support “ELSE IF” type calculations.
IF_THEN_ELSE(<Condition>, <Value1>, <Value2>)

Example:

IF_THEN_ELSE( {Risk Rating} = 'Low', 'Good',
IF_THEN_ELSE( {Risk Rating} = 'Medium', 'Better',
IF_THEN_ELSE({Risk Rating} = 'High', 'Best','Bad')))

- Lowercase: Returns the value in lower case.
LOWERCASE(<Value>)

Example: LOWERCASE( {Description} )

- Maximum: Returns the maximum value from a list of attributes. There can be any number of parameters.
MAX(<Value1>, <Value2>,<ValueN>)

Example: MAX( TRANSLATE( {Source System Balance (Entered)}, 'USD', 'Accounting'), TRANSLATE( {Source System Balance (Functional)}, 'USD', 'Accounting'), TRANSLATE( {Source System Balance (Reporting)}, 'USD', 'Accounting') )

- Maximum Prior: Returns the maximum value over the prior X periods.
MAX_PRIOR (<Value>, <Number of Periods>, <To Currency*>, <Rate Type*>, <Rate Period*>)

Example: MAX_PRIOR( {Balance (Functional)}, '6', 'CAD', 'REC')

- Minimum: Returns the minimum value from a list of attributes. There can be any number of parameters.
MIN(<Value1>, <Value2>,<ValueN>)

Example: MIN( TRANSLATE( { Balance (Entered)}, 'CAD', 'REC'), TRANSLATE( {Balance (Functional)}, 'CAD', 'REC'), TRANSLATE( {Balance (Reporting)}, 'CAD', 'REC') )

- Minimum Prior: Returns the minimum value over the prior X periods.
MIN_PRIOR (<Value>, <Number of Periods>, <To Currency*>, <Rate Type*>, <Rate Period*>)

Example: MIN_PRIOR( {Source System Balance (Functional)}, '6', 'EUR', 'Simplified')

- Prior: Returns the value of the specified prior period.
PRIOR(<Value>, <Number of Periods Prior*>, <To Currency*>

Example: PRIOR( {Source System Balance (Entered)}, '1', 'EUR'')

- Round: Returns the value rounded to the decimal places specified.
ROUND(<Value>, <Decimal Places>)

Example: ROUND( ({Scripted Translate} /7), 4)

- Sum Prior: Returns the sum of a value over the prior X periods.
SUM_PRIOR(<Value>, <Number of Periods>, <To Currency*>

Example: SUM_PRIOR( {Balance (Reporting)}, '3', 'EUR')

- Text Location: Returns the location of the substring within the attribute value, starting at 1 as the first position.
INSTRING(<Value>, <Value To Search>)

Example: INSTRING( UPPERCASE( {Name} ), 'TAX' )

- Translate: Translates a currency attribute to a numeric attribute using a specified rate type.
TRANSLATE(<Value>, <To Currency>, <Rate Type>)

Example: TRANSLATE( {Balance (Entered)}, 'EUR', 'Acct')

- Uppercase: Returns the value in upper case.
UPPERCASE(<Value>)

Example: UPPERCASE( {Name} )

10. Click Save, Save and Close, or Close.

Note:

Changes to data set attributes apply only to subsequent data collection periods.

Importing List Attributes

Note:

This feature is available only in 11.1.2.4.101 (patch 21357574). For information about new features and updating to release 11.1.2.4.101, see My Oracle Support https://support.oracle.com/.

To import attributes of type List:

1. Create an import file of type List in a TXT file format, with each value on a separate line.

For example:

Blue
Yellow
Red
Green

The import option is always "Replace All".

2. In your application, select Manage, and then select Data Sets.

3. Create or select an attribute of type List, and then click Edit.

4. Click Import .

5. Browse to a TXT import file.

6. Click Import. Import List Values displays the values: Total List Values, Completed, Errored, List Values Created, and List Values Updated.

If Completed Successfully, click OK.

If Completed with Errors, the errors are listed. To export the error list, click Export to Excel .

Viewing Data Set History

To view Data Set history:

1. In your application, select Manage, and then Data Sets.

2. Select a data set and then click Edit .

3. View the following fields:

- Field

- Modification Type

- Supporting Object

- Modified By

- Modified On

- Old Value

- New Value

Deleting Data Set Attributes

To delete data set attributes:

1. In your application, select Manage, and then Data Sets.

2. Select a data set, and then click Edit.

3. Select the Attributes tab, then an attribute, then Actions, and then Delete:

- If data exists, you cannot delete the attribute.

- If no data exists, but the attribute is referenced in a form template, you cannot delete the attribute without first removing the attribute from the form template.

4. Click Yes to answer the message, "Are you sure you want to delete the selected items?"

Editing Data Sets

To edit data sets:

1. In your application, select Manage, and then Data Sets.

2. Select a data set, then click Actions, and then Edit.

Note:

You cannot edit attributes referenced from Dimensions.

Assign Workflow is read-only.

3. Properties tab:

Modify the Name and Description.

4. Attributes tab:

If data exists for this data set, you can modify the Key Identifier and attributes of the data set.

Deleting Data Sets

To delete data sets:

1. In your application, select Manage, and then Data Sets.

2. Select a data set, then Actions, and then Delete.

- If data exists, you cannot delete the data set.

- If no data exists, however, form instances are created, and you cannot delete the data set.

3. Click Yes to answer the message, "Are you sure you want to delete the selected items?"

16 Managing Form Templates

Administrators and Power Users can manage Form Templates.

Manage Form Template screen sections:

- Top section shows all form template definitions.

- The bottom left section shows the attribute details for the selected form template.

- The bottom right section shows the forms from the selected form template.

- On the far right, the Filter section enables users to specify criteria to filter down the list of templates. See Filtering Views in Supplemental Data Manager

Creating Form Templates

To create form templates:

1. In your application, select Manage, and then Form Templates, and then New.

2. On the Properties tab, provide information:

- Name
Enter a unique form template name.

- Description

- Scenario
The Scenario dimension is created as part of the application. The Administrator or Power User enters members to the Scenario dimension or imports Scenario from Oracle Hyperion Financial Management during Financial Management integration.

Select the form template for a particular scenario; for example: Actual or Budget.

3. Access these tabs on the Create Form Template:

- Sections Working with Sections

- Instructions Specifying Form Template Instructions

- Workflow Assigning the Workflow

- Questions Specifying Form Template Questions

- Access Setting Form Template Access

- History Viewing Form Template History

Specifying Form Template Instructions

Administrators provide instructions on how to use the form. Instructions can include text, attached files, and links to files in document repositories.

To specify form template instructions:

1. In New Form Template or Edit Form Template, select the Instructions tab.

2. In Instructions, enter instruction text.

To add a reference to a file:

1. In the References section, click Add .

Tip:

To delete a reference, select the reference, and then click Delete.

2. Select a reference type:

- Local File—Browse the local file system and select a file. You must specify a Name. Click OK to upload the file to the system and store it with the form template.

- Repository File—If you configured your application with a document repository, you can browse the repository and select a file. Click OK to store the reference to the repository file with the form template. The file is not copied or stored within the application.

- URL—Enter an external URL reference and give it a descriptive Name. Click OK to store the URL in the application.

Working with Sections

Each section of a data entry form can collect data from different data sets or attribute combinations. Sections can have overlapping data sets or attributes ; only one attribute per data set can be writable.

To create or edit sections:

1. In New Form Template or Edit Form Template, select the Sections tab.

2. Click New or select a section and click Edit. The Edit Form Template Section is displayed.

3. On the Properties tab, enter:

- Name

- Data Set

- Data Records
Select one:

- Rows—The attributes of the form are displayed as a table; you make entries in the row. The system always displays the attribute name as the header.

- Columns—The attributes of the form are displayed in the row and columns where the user enters the value for each attribute of the form. The fields include one data entry record per attribute. The system displays the attribute description as the row header of the form.

4. Enter information or view the following Section tabs:

- Columns: Form Template Sections: Columns Tab

- Group by: Form Template Sections: Group By Tab

- Mapping: Form Template Sections: Mapping Tab

- History: Form Template Sections: History Tab

5. To save your updates and go back to the Form Template Sections tab, click OK.

Form Template Sections: Columns Tab

On the Columns tab, select the columns for the form. The system displays all columns of the Data Set that are not workflow columns.

To update the Columns tab:

1. In New Form Template or Edit Form Template, select the Section tab.

2. Click New, or select a section and click Edit.

3. In the Edit Form Template Section, click the Columns tab, and select or view the following columns:

- Include
Select other attributes to be included in the form.

- Name
The name of the Data Set attribute

- Dimension
The column from an attribute of a specific dimension. This is read-only.

- Data Type
The corresponding data type for the column (read-only).

- Total
Total method for the attribute as specified in the Data Set. It is always read-only.

- Total Validation POV
Validation of Supplemental Data against account balances in Financial Management.

Note:
View Only column for each dimension attribute must be deselected in order to validate against Financial Management totals.

- View Only
The column is for view only. If multiple forms are created for the same Data Set, then only one form can contain the column for input, including key columns.

4. Total Row:

How the total row should be displayed:

- Top: Total row is displayed at the top of the table

- Bottom: Total row is displayed at the bottom of the table

- None: Total row is not displayed

5. Enter information on the following tabs:

- Columns tab: Form Template Sections: Columns Tab

- Group by tab: Form Template Sections: Group By Tab

- Mapping tab: Form Template Sections: Mapping Tab

- History tab: Form Template Sections: History Tab

6. To save your updates and go back to the Form Template Sections tab, click OK.

Form Template Sections: Group By Tab

To update the Group By tab:

1. In New Form Template or Edit Form Template, select the Section tab.

2. Click New, or select a section and click Edit.

3. In the Edit Form Template Section, click the Group By tab.

4. Click the Columns, and then select or view the following columns:

- Include
Select other columns to be included in the Group By.

- Group By
Data in the main table should be grouped by the selected columns.

- Name
The name of the Data Set

- Dimension
The column from an attribute of a specific dimension (read-only).

- Data Type
The corresponding data type for the column (read-only).

- Total
Total method for the attribute as specified in the Data Set (read-only).

5. Total Row:

Indicates how the total row should be displayed:

- Top: Total row is displayed at the top of the table

- Bottom: Total row is displayed at the bottom of the table

- None: Total row is not displayed

6. Enter information on the following tabs:

- Columns tab: Form Template Sections: Columns Tab

- Mapping tab: Form Template Sections: Mapping Tab

- History tab: Form Template Sections: History Tab

- Or go back to the Properties tab: Working with Sections

7. To save your updates and go back to the Form Template Sections tab, click OK.

Form Template Sections: Mapping Tab

You use the Mapping tab to map attribute summed amounts to Supplemental Data Manager Points of View. The attribute amounts are summed using the attribute selected in the Group By tab.

Note:

It is advised to clear the browser cache and re-login before creating or editing mapping.

To update the Mapping tab:

1. In New Form Template or Edit Form Template, select the Sections tab.

2. Click New, or select a section and click Edit. The Edit Form Template Section is displayed.

3. Click the Mapping tab.

4. Select the Connection to Oracle Hyperion Financial Management.

The Source column defaults to the Supplemental Data Managercolumn that was selected when the assign mapping menu was chosen. Change to a different source Supplemental Data Manager column if needed.

5. Click the Member Selector to select a Point of View.

Note:

If you want the source entity in SDM to map to the HFM, you do not want to select a specific entity in the dimension. Therefore you need a way to specify a “keyword” to indicate that the value of HFM is the same as the value from the SDM column entry. To specify dynamic entry, the system uses the “@” symbol before the <SDM column name>. In the member selection box, there is a check box option for you to select “use column name” and select a SDM column name that is part of the form. This column name must be one of the GROUP BY column.

6. In HFM Mapping, replace @Missing with the HFM POV.

7. Enter information on the following tabs:

- Columns tab: Form Template Sections: Columns Tab

- Group by tab: Form Template Sections: Group By Tab

- History tab: Form Template Sections: History Tab

- Or go back to the Properties tab: Working with Sections

8. To save your updates and go back to the Form Template Sections tab, click OK.

Form Template Sections: History Tab

The History tab logs changes to the form template sections.

To view the History tab:

1. In New Form Template or Edit Form Template, select the Section tab.

2. Click New, or select a section and click Edit.

3. In the Edit Form Template Section, click the History tab.

4. Click View to select the columns to display from the list, or select More Columns to manage the visible columns and the order in which they display.

5. You can view the following information:

- Field

- Modification Type

- Supporting Object

- Modified By

- Modified On

- Old Value

- New Value

6. Enter information on the following tabs:

- Columns tab: Form Template Sections: Columns Tab

- Group by tab: Form Template Sections: Group By Tab

- Mapping tab: Form Template Sections: Mapping Tab

- Or go back to the Properties tab: Working with Sections

7. To save your updates and go back to the Form Template Sections tab, click OK.

Assigning the Workflow

Use the Workflow tab to assign the workflow for the form.

To assign the workflow for the form:

1. In New Form or Edit Form, click the Workflow tab.

2. In When to Start, enter the following:

- Frequency—How often the data is collected for this form.

- Schedule from—The collection date:

- End Date––The end date of the period.

- Close Date––The closing date specified for the period in the Manage period window.

- Start day Offset––The start date for the data collection of this form. It must be a positive number and determines the number of days after the End date or Close Date (selected in step 2) the collection date is authorized to begin.

3. In Workflow, enter the following:

- Workflow option––Select one:

- Prepare

- Prepare and then Approve

- Prepare, then Approve, and then Post

- Prepare and then Post

- Post

- Level of Approval—Select up to 10 levels of approvers.

- Duration for—The maximum number of days allowed for a specific action per user:

- Preparer—The maximum number of days allowed for data entry (submission)

- Approver—The maximum number of days allowed for each level of approval

- Integrator—The number of days allowed for posting

This data determines the scheduled completion date for submission, approval, and posting depending on the workflow option.

If the preparer is late for submission, the approver's due date remains the same.

When the approver rejects the submission, regardless of during which level of approval it was rejected, the form always returns to the preparer. Hence, only the preparer can make changes to the data and resubmit. The process starts over upon resubmission.

4. In the Users section, add or delete users in the enabled fields:

- To import or export users from a CSV file, click Import or Export .

Note:

This feature is available only in 11.1.2.4.101 (patch 21357574). For information about new features and updating to release 11.1.2.4.101, see My Oracle Support https://support.oracle.com/.

To import a CSV file, create a file with each entry on a separate line per Entity. For example:

Entity1, Preparer User, Approver User, Integrator User

Entity2, Preparer User, Approver User, Integrator User

- To add a user, click Actions, then New. Enter each field: select the Entity and each of the users that are assigned to the form template; for example: Preparer, Approver 1(up to the maximum assigned), Integrator.

- To delete a user, select a user, then click Actions, and then Delete.

Note:
If you need to reassign a task to a different user in the middle of a close process, use the Reassign User feature. See Reassigning Users. This feature is available only in 11.1.2.4.103. For information about new features and updating to release 11.1.2.4.103, see My Oracle Support https://support.oracle.com/.

Specifying Form Template Questions

Questions are automatically grouped with roles. Within a role, the individual questions are ordered. The Order indicates the question’s order within the role.

To create questions:

1. In New Form or Edit Form, click the Questions tab.

2. Click New or Edit.

3. Enter the following:

- Question
Enter a question that prompts the user of the form's response.

- Data Type
Select a question type:

- Date

- Date and Time

- List
Click Add and enter values for the attribute.

- Integer

- Number
If you select Number, select formatting options:

- For Decimal Places, enter the number of decimal places to display. The default value is defined in System Preferences.

- Select Thousands Separator to display a thousands separator (for example, 1,000.00). The system displays the thousands separator symbol for the user locale.

- From Currency, select the currency, for example, (INR)
If no currency is selected, the amount is not translated.

- From Negative Number, select how to display negative numbers; for example, (123).

- Text (255 characters maximum)

- True or False

- Yes or No

- Role—The question is for: Preparer, Approver, or Integrator. For example, a question with the role of Preparer may only be answered by Preparers. It will, however, be visible to all other roles.

- Required—Determines whether the question is mandatory or optional.

To delete questions:

1. In New Form or Edit Form, select the Questions tab.

2. Select a question and click Delete.

Setting Form Template Access

On the Access tab, you determine which users are authorized and what function they perform on the form:

- The top panel shows the list of users with View access.

- The bottom panel displays the entity's form data that the user has access to.

To add access:

1. In New Form or Edit Form, click the Access tab.

2. Click New, or select a user and click Edit.

3. In Viewers Access, select a User; for example: Administrator, Analyst, Approver, Integrator, or Preparer.

4. In Entities, by default, all the form data for a specific entity is selected. You select or clear data individually using the check box next to each. Select or clear all by clicking the check box in the title area.

Select a View Option:

- Always—You can view the data anytime even if the data entry is not complete or has not been submitted for approval.

- After Submission—You can view the data as soon as the preparer submits the data, even before it has been approved.

- After Approval—YOu can't view the data until after all levels of approvals are granted.

Viewing Form Template History

The History tab logs changes to this form template.

To view form template history:

1. In New Form or Edit Form, click the History tab.

2. Click Save, Save and Close, or Close.

3. Access the other tabs on the Create Form Template:

- Properties Creating Form Templates

- Instructions Specifying Form Template Instructions

- Sections Working with Sections

- Workflow Assigning the Workflow

- Questions Specifying Form Template Questions

- Access Setting Form Template Access

Deleting Form Templates

To delete form templates:

1. In your application, select Manage, and then Form Templates.

2. Select a form template, then Actions, and then Delete.

3. Click Yes to confirm.

Duplicating Form Templates

To duplicate form templates:

1. In your application, select Manage, and then Form Templates.

2. Select a form template, then Actions, and then Duplicate.

Clicking on this will create an immediate copy with a "copy" suffix on the name. In addition, all attributes are read-only to prevent multiple form templates having write access to the same Data Set.

Deploying a Form Template to a Data Collection Period

To deploy a form template to a data collection period:

1. In your application, select Manage, and then Form Template.

2. Click Deploy .

The Deploy Form Template displays Pending Period and Open Period Data Collection Periods to choose from.

3. To select another data collection period:

a. Click Search .

b. In Select Data Collection Period, select Year and Scenario.

c. Click Search to refresh the periods.

d. Select a period.

e. Click OK.

4. Select the form templates for that data collection period.

5. Click Deploy.

- If the form template already was deployed, a warning message says that all existing form instances and data for that form template will be removed and new form instances will be generated.

- If additional Form Templates that are not part of the original selection must be deployed based on their data set relationships, Additional Form Templates is displayed. Click OK.

6. After deployment is completed, a confirmation dialog box indicates the following information:

- Form Templates Selected: Total number of checked Form Templates from the Deploy dialog box, plus those added from data set relationships.

- Form Template and Period frequency do not match: Number of Form Templates that do not match the DCP frequency. If nonzero, then click View Details to display the form template missing the frequency.

- Total Forms to deploy: Total number of forms specified on each of the form templates.

- Errors: Total number of forms with errors. If non-zero, then click View Details to display the forms and the reason for the errors. No copying is done.

Un-Deploying a Form Template to a Data Collection Period

To un-deploy a form template to a data collection period:

1. In your application, select Manage, and then Form Template.

2. Click Un-Deploy .

The Un-Deploy Form Template is displayed.

3. To select another data collection period:

a. Click Search .

The Select Data Collection Period is displayed.

b. Select Year and Scenario.

c. Click Search to refresh the Periods.

d. Select a Period.

e. Click OK.

4. Select the form template for that data collection period.

5. Click Un-Deploy.

A warning message says, "As a result of un-deployment, all the existing data for this period and also all forms will be deleted permanently."

6. Select the form templates, and then click Un-Deploy.

Validating Supplemental Data Total Against a Financial Management Account Balance

You can validate the supplemental data total against an account balance in Financial Management. This is useful when you are loading account balances from various General Ledger systems into a Financial Management consolidation system and use Supplemental Data Manager to collect parts or the sum of that account balance. Once collected, the total of the supplemental data needs to match the account balance in Financial Management before a preparer can submit the data form.

The POV setup is done during form template definition. The Scenario, Year, Period, and Entity are dynamically added to the fully qualified POV and the account balance is fetched during runtime, for example, during form opening. The advantage is that validation of data is done in real time.

Note:
This feature is available as of Financial Close Management Release 11.1.2.4.103. For information about new features and updating to release 11.1.2.4.103, see My Oracle Support https://support.oracle.com.

The first step is that an administrator sets up the validation of supplemental data against the consolidation system through Form Template definition. After that, a Preparer of a form will see the Validation row on the form and the system ensures that the form will not be submitted until the attribute and the Financial Management account balance match.

Setting Up the Validation

To set up the validation (performed by an administrator):

1. In Edit Form Template, select Sections and then Column tab.

2. In Columns, select connection to Financial Management application.
You will see a new column called Total Validation POV.

3. Specify the POV by clicking on the member selector in the Total Validation POV column next to the attribute that you are validating against

Note:
Make sure View Only is deselected

Working with the Form

Now that the validation has been set up and you deploy a form, the balance from Financial Management will be displayed in a new "Validation" row along with the POV.

If you try to add data and submit the form, (for example, $570 for Stationery expenses), the system checks and will only permit the submission if the total of the attribute equals the total from Financial Management. For example, if you add data for Stationery

If you add a Travel Expense of $100, you will see that the attribute value now matches the account balance in Financial Management and the form is submitted.

17 Working with Forms

Related Topics

- Form Summary

- Entering Data into Forms

- Entering Data into Sections

- Viewing Form History

- Reassigning Users

Form Summary

The Summary Tab of the form contains the Name, Description, Data collection period, Status, Start Date, End Date, Instructions, Questions, Comments, and Workflow information.

To work with the form:

1. In your application, in the user's BI Dashboard, under My Worklist portlet, click a form. See BI Dashboard View.

2. The POV (Year/Period/Scenario/Entity) and Data Collection Unit selection is displayed at the top of the window.

3. The summary information for the form:

- Name and Description—From the Form Template

- Data Collection Period—Period that this form has been deployed to

- Status—Current detailed status

- Start Date—Starting date for data collection

- End Date—Final date for submission, approval, or posting (whichever is latest)

4. Enter the data directly or export the form to Oracle Smart View for Office for data entry. See Oracle Smart View for Office User's Guide.

5. The Actions list contains the actions available for each of the following users:

- Preparer: Submit, Save, Reset

Note:

The Preparer clicks Reset to discard what was entered and reset it to the last time that the data was saved.

- Approver: Approve, Reject, Save, Reset
The Save and Reset options apply to comments and answers.

- Integrator: Reject, Post, Save, Reset
The Save and Reset options apply to comments and answers.

After a form is posted, the integrator has only read access to the form data. The status of the form instance is "Closed"; only the Administrator can reopen the form instance for changes.

6. The Instructions section is a read only area.

7. To add Comments:

a. Expand Comments.

b. Select Actions, and then New.

c. In the Comment box, enter a comment.

d. Optional: To add a reference to an external document or a web page to the comment:

1. In References, select Actions, then Add.

2. Select a Reference Type:

- Local File—Browse to the local file, and enter a Reference Name.

- Repository File—Click OK.

- URL—Enter a URL and a Reference Name.

8. The Workflow section lists the Role, User, Status, Due Date and Completion Date of the Form.

Entering Data into Forms

How to enter data:

- Input data manually

- Import data from a file

- Enter data using Excel

Data is stored in its base format with as much detail as was input. For example, if you enter $123,456.789 in a currency field formatted with two decimal digits and no thousands separator, the number is stored as 123456.789 but redisplayed as $123456.79.

The data entry tab displays the actual form columns and rows in data entry mode. You can select the entry in the point of view bar for data entry. If multiple data entry sections are defined on the form template, a corresponding data entry tab is displayed for each section.

Preparers enter data, and Approvers or Integrators review the data.

To use the data entry tabs:

1. In your application, in the user's BI Dashboard, under the My Worklist portlet, click a form. See BI Dashboard View.

2. Actions in the upper right contains the actions available for each of the following users:

- Preparer: Submit, Save, Reset

Note:

The Preparer clicks Reset to discard what was entered and reset it to the last time that the data was saved.

- Approver: Approve, Reject, Save, Reset
The Save and Reset options apply to comments and answers.

- Integrator: Reject, Post, Save, Reset
The Save and Reset options apply to comments and answers.

After a form is posted, the integrator has only read access to the form data. The status of the form instance is "Closed"; only the Administrator can reopen the form instance for changes.

3. To search for a Dimension attribute included/referenced in a Form Template:

Note:

This feature is available only in 11.1.2.4.101 (patch 21357574). For information about new features and updating to release 11.1.2.4.101, see My Oracle Support https://support.oracle.com/.

a. Click a Dimension attribute.

b. On the Dimension Reference dialog, click Filter and search for the Dimension attribute.

Note:

An * may be used as a wild character.

c. Select an attribute.

d. Click OK.

4. The Summary section Actions menus:

- Print—Print the contents of the table. The table is displayed in an HTML window.

- Refresh—Refresh the data.

Entering Data into Sections

To enter data into Sections:

1. In your application, in the user's BI Dashboard, under the My Worklist portlet, click on a form. See BI Dashboard View.

2. Click a section tab.

3. The data entry section contains:

Table 17-1 Section Buttons

Task

Button

Description

Increment list

Select a number to indicate the number of rows the "Add rows" menu adds at one time.

Sort Ascending or Descending

Select A-Z or Z-A sort.

Validate

Checks all populated rows for correct data. Errors are displayed in a dialog box, which lists the row, column, and reason for the validation failure.

Open Form in Smart View

Open form in Smart View.

Print

Print the contents of the table. The table is displayed in an HTML window.

Refresh

Refresh the data.

Add rows

Add a block of empty records to the table; the increment list displays the number of records in the block.

Delete rows

Delete the selected records. A message confirms the deletion.

Import

Imports contents from a CSV file.

The Import dialog box is displayed and allows for three import styles:

- Replace—Updates existing data records in the data set with the data records from the file for the DCU. Any new records in the file are added. Data records are not removed from the data set, even though they are not included in the file.

Note:

Known as Merge mode in Oracle Hyperion Financial Management.

- Update—Alows you to update only specific columns of information included in the file.
For example:

The form may contain four columns of loan detail information: Loan ID, Loan Amount, Interest Rate, and Due Date.

If data records are entered in the database for DCU, but we want to update only the information regarding Due Date, we can include the Loan ID (key column) and the Due Date information, and the system updates each record in the file with only the new Due date information.

If the file contains a new data loan record that was not in the database, the new record is added with only the Due Date information updated.

This option is useful if you have data records and want to add columns of data without affecting the other columns.

Note:

This option is not available in Financial Management.

Date Format

Select a Date Format from the drop down list of allowed date formats. Date formats are not translated. By default, the date format is set to the locale date format of the exported file location.

For example:

- MM/dd/yyyy

- dd/MM/yyyy

- dd-MMM-yy

- MMM d, yyyy

Import status:

- If the import is error-free, then a message indicating the number of members added and updated is displayed.

- If errors exist, then the import fails, and a message indicates the row and column of each error and provides a description.

Export

Download the summary table to a CSV format or to Microsoft Excel

Note:

Each CSV file contains records for a single form/data entry Section; therefore, if 10 forms (or sections) are in the system, you must export separately for each one, and the system creates 10 CSV files.

This is not the same behavior in Financial Management where Financial Management can export all data records for multiple entities to one file.

Viewing Form History

The system maintains a history of form actions, which you can view in the Form dialog box. The History tab displays the user, date, action required, and the difference of the changes to the form.

To view the form history:

1. In your application, in the user's BI Dashboard, under the My Worklist portlet, click on a form. See BI Dashboard View.

2. Click the History tab.

3. View the following fields:

- Field

- Modification Type

- Supporting Object

- Modified By

- Modified On

- Old Value

- New Value

4. Click OK.

Reassigning Users

You may periodically need to reassign users to different tasks while in a close process. For example, you may create a template and assign a user to certain tasks; however, later that employee leaves the company and another employee assumes those tasks. You can use the Reassign feature in the Workflow Dashboard to automatically change assignments instead of manually searching for, opening, and editing individual tasks. The Reassign feature enables you to quickly find the tasks associated with one user and reassign them to another.

You can select the roles for which to reassign users. For example, if you select the Owner role, the system reassigns the user only in tasks in which the user was assigned as the owner.

To reassign users:

1. Select Workflow Dashboard.

2. Select one or more forms (that are not closed) in which you want to reassign users.

3. Select Actions, and then Set User.

4. In Field, select the role for the user you want to reassign.

5. In Value, either enter the user name or select from a list of results.

6. Click Replace with and enter search criteria for the user to whom you want to reassign tasks.

7. Click Reassign.

When the process ends, the system displays a “Reassign Users - Success” message that indicates that the user reassignment is complete, and displays the template name and total number of user reassignments made.

18 Managing Data Collection Workflow

The data collection workflow follows this order:

1. Select a Data Collection period by Year, Period, Scenario, which are defined in System Settings.

2. Deploy the Form Template.

3. Open the period to start the data collection process.

4. The system activates Form Instances based on Start Day offset. Applicable Form instances are in Open status.

5. Email notifications are sent to preparers.

6. Start data entry.

7. The Prepare, Approve, and Post workflow process continues.

8. Close Period starts; no new form instances are generated. No new data entry is allowed.

9. Data collection that is in progress continues.

10. Lock Period starts; no changes can be made.

11. Data Collection is done for the period.

19 Using Currency Translation

Related Topics

- Using Currency Translation

- Enabling Currencies and Creating Currency Rate Types

- Selecting Default Currency for Entity Members

- Creating Currency Exchange Rates

- Setting Up Currency Attributes for Translation

Using Currency Translation

Often stakeholders in a data collection process in a company are based across multiple geographical regions. The data preparers usually prepare the data in their local currency while submitted data needs to be analyzed in the local currency of the parent company (for example, Headquarters.) Almost always, the final financial reports are generated in the currency of the parent company. The currency translation feature gives you the capability to translate currency attributes from local to parent currency within Supplemental Data Management.

Step 1. Enabling Currencies and Creating Currency Rate Types

To use currency translation, you must enable at least two currencies in System Settings and create the currency rate type. See Enabling Currencies and Creating Currency Rate Types.

Step 2. Selecting Default Currency for Entity Members

Next, you select the default currency for Entity members. See Selecting Default Currency for Entity Members

Step 3. Creating Currency Exchange Rates

The next step in the process is to open a data collection period and create the currency exchange rates in Manage Currency Rates. You can input the exchange rates or load them thru a .csv file. See Creating Currency Exchange Rates

Step 4. Work on the Data Set by Creating and Assigning Currency Attributes for Entities

The next step in the process is to work with your data set to set up translated currencies.

See Setting Up Currency Attributes for Translation

Enabling Currencies and Creating Currency Rate Types

In order to perform currency translation, you start by enabling currencies and creating currency rate types.Both these tasks are performed in System Settings.

Enabling Currencies

The first step in currency translation is to enable currencies:

1. In Manage, select System Settings, then Currencies. The seeded currencies display.

2. Select each currency and select Enable.

Note:
You must select at least two currencies. If a currency is in use, you cannot disable it.

Creating Currency Rate Types

The currency rate type is a container for the currency exchange rates.

1. In Manage, select System Settings, then Currency Rate Types.

2. Click Add and then fill in the name and description and select Save.

Note:
The currency rate type name cannot be modified once in use.

Selecting Default Currency for Entity Members

Once you enable currencies and create currency rate types, you select the default currency for each member of the Entity Dimension.

To select the default currency:

1. In Dimensions, select Entity.

2. For each member, select a currency in the currency attribute.. In the currency drop down, you will only see the currencies that are enabled in System Settings.

Note:
If you do not make a selection and you have chosen the currency property of an attribute as Entity currency, translation will not work when forms are deployed to this particular entity, since it has no currency to inherit.

Creating Currency Exchange Rates

To create the currency exchange rates:

1. From Manage, select Currency Rates.

2. In View, select the data collection period for which you want to exchange the currency.
All data collection periods (for example, Open, Pending, Closed or Locked) are available for selection in the view drop down. However, conversion rates can be entered only for data collection periods with Open or Pending status. For Closed or Locked data collection periods, the currency conversion rates would also be locked.

3. Select the Rate Type from the drop down.

4. Select New and Enter the From Currency and the To Currency which is a one to one mapping.

5. Enter the Rate and click OK.

Note:
You can either manually enter exchange rates one at a time or load this information from a .csv file.

Setting Up Currency Attributes for Translation

The next step in the process is that the user first creates an attribute which takes in amounts (or monetary value) in local currency of the entity. While creating or editing that attribute, in the Edit Attribute dialog, there is a property called Currency. If you choose the value Entity Currency for that property, that particular attribute will inherit the currency from the entity to which the form template is being deployed to. You can overwrite it by selecting a different currency that is displayed.

To demonstrate, here's an example with a simple data set of Employee Meal Expenses that inputs meal expense data values manually in the local currency from entities around the globe. You can choose whether it needs to follow the Entity currency or overwrite it.

The attributes include: Employee ID, Employee Name, Meal Type, Amount, and Amount in HQ Currency. The goal is to take the Amount and translate into Amount in HQ Currency which is USD (dollars).

To translate local currency of input values into HQ currency:

1. Select the data set and select Actions, then Edit.

2. From the Attributes tab, select the attribute (for example, Amount which is the input value for the meal expenses from various teams around the globe, and click Actions, then Edit.

3. In Currency, selecting Entity Currency means that this attribute (Amount) will inherit the currency of the Entity that the form is deployed to, which is "USD" (dollars) in this example.

4. Now look at the calculated attribute, Amount in HQ Currency, that was set up with Currency in USD (dollars).

5. In Calculations, note how the Translate function has been set up to translate the values in "Amount" to USD currency using the "Average" exchange rate.type.

6. Once the data set setup is complete, you can see the translation work in a deployed form. Here's an example showing a form template that has been deployed to four different entities having four different currencies.

Let's take a look at the Monthly Meal Expenses for India. Once you enter the "Amount", the translated currency value shows up once you Save it. Note that the translation is calculated using the values from exchange rate table.

7. You can also see how this looks in the Data Set dashboard. Note that currency symbol in the "Amount" column and the translated values in the "Amount in HQ Currency" column.

20 About Account Reconciliation Manager

Related Topics

- Account Reconciliation Manager Terms

- Process Overview

- Sample Task Flows

Account Reconciliation Manager Terms

Account Reconciliation

The process of analyzing account balances and providing a justification for the balances. Identify differences and make corrections.

Aging Buckets

Time periods that you define to age your reconciliation transactions in the Aging Analysis Dashboard. For example, you can define an aging bucket that includes reconciliation transactions from 1 to 30 days old. Aging buckets are in an aging profile.

Aging Profile

A collection of aging buckets.

Attributes

A parameter, or option, that controls how the function activity operates or defines characteristics of the function activity.

Frequency

Determines how often reconciliations are prepared and renewed. You define frequencies in system settings and associate them with profiles and periods.

Periods

Unit of time for which an Account Reconciliation is completed; for example, January 2015, February 2015.

Profiles

The precursor to reconciliations. Profiles contain the configuration settings that determine how and when reconciliations occur. Profiles are copied to the period, causing a reconciliation to be created that contains a snapshot of the profile at that time.

Reconciliations

An Account Reconciliation for a specific Period. Reconciliations consist of account balances (obtained from the Source System for the Period) and account properties (derived from the Account Profile and Format and subject to change independently of the profile).

Source System

One data repository within a system.

Process Overview

Administrators use Account Reconciliation Manager to manage account reconciliations according to policy. Reconciliations require these steps:

1. The administrator sets up users.

2. The administrator completes the required setup procedures:

- Define profile segments.

- Set up frequencies.

- For multiple currencies, the administrator defines currency.

3. The administrator completes optional setup procedures:

- Set up system attributes.

- Set up Power User security.

- Set up aging profiles.

4. The administrator determines how reconciliations are performed for each account type, creating formats for the reconciliation method and ensuring information capture.

5. The administrator creates a profile for each account to be reconciled, assigning a format, currency settings, workflow, and other attributes.

6. Mapping rules are configured in Oracle Hyperion Financial Data Quality Management, Enterprise Edition to ensure that source and subsystem account balances are correctly reflected in reconciliations.

7. To initiate reconciliations for a period, the administrator copies the profiles into the period, which creates the reconciliations with the start dates and due dates.

8. The administrator imports balances and changes the period status from Pending to Open. At this time, reconciliations that meet auto-reconciliation criteria are completed automatically.
During the reconciliation cycle, users receive email notifications of assigned reconciliations and delinquencies, and can click links in the email to open the Reconciliation List for access to the reconciliations.

Users can also log on to Account Reconciliation Manager to review and access assigned reconciliations in Dashboards and List Views.

Preparation of reconciliations follows a structured workflow:

1. The preparer performs the reconciliation, including validating the account balance and providing required documentation.

2. After preparation is complete, the reconciliation cycles through assigned levels of review until reviews are completed.

3. Reviewers verify the preparer’s work. If the work is sufficient, the reconciliation is approved. If revision is required, the reconciliation is rejected and reverts to the preparer. Users with viewer or commentator privileges can access the reconciliation throughout its lifecycle.

4. Account Reconciliation Manager users can define and generate a Report Binder for selected reconciliations across periods. Report Binders enable administrators and others to view reconciliations offline and are also useful for auditing.

Sample Task Flows

Scenario 1––Administrator

An administrator configures profiles during implementation of Account Reconciliation Manager and uses the profile import feature to load profiles into Account Reconciliation Manager.

1. From the Profile List View, the administrator exports profiles, selecting the unformatted data for future import option to create a CSV file template to gather profile data.

2. The administrator copies and pastes information, including account segments, name, description, and other profile properties, into the profile import file. Because the administrator doesn't have all of the information yet, some columns are unpopulated. The administrator eventually updates these attributes.

3. From the Profile List View, the administrator imports the profiles, choosing the Replace option.

4. The administrator updates the profiles in Account Reconciliation Manager, combining manual edits and mass updates of profile data using the Actions panel.

5. As the administrator nears the end of the profile configuration, a policy change is implemented requiring reassignment of the risk rating values. The administrator decides the easiest way to accomplish the reassignment is to configure the new values in a spreadsheet and import them. The administrator exports the list of profiles from the Profile List View using the unformatted data for future import option. Then, the administrator deletes the columns besides the account segment and risk rating columns.

6. The administrator imports the changes using the import Profiles feature on the Profile List View. This time, the administrator selects the Update option, ensuring that only the risk rating attribute is updated.

Scenario 2––Administrator

An administrator receives notice that an employee functioning as a preparer has changed departments and no longer performs reconciliations. The profiles and reconciliations assigned to this user must be reassigned.

1. The administrator must reassign profiles so that future reconciliations are properly assigned. From the Profile List View, the administrator identifies profiles assigned to the user by applying a filter on the Preparer Name. Then, using the Actions panel on the Profile List View, the administrator changes the preparer assignment by selecting the Preparer option in the Add User section and providing the new user name in the Value field. After pressing the Add button, the administrator updates all records and receives confirmation that the update is successful.

2. The administrator checks on the user's reconciliations. From the Reconciliation List View, the administrator again filters by Preparer Name and finds two Open and three Pending reconciliations.

3. The administrator reassigns the Pending and Open reconciliations using the Actions panel.

Scenario 3––Administrator

An administrator initiates reconciliations for a period by copying profiles to the period, running a data load, checking for unmapped accounts, and opening the period.

1. From the Manage Periods dialog box, the administrator selects the period for which reconciliations must be created and clicks Copy Profiles.

2. After confirming that all profiles copied successfully, the administrator clicks the Data Load icon, and then clicks the New icon to initiate a new data load.

3. In the New Data Load dialog box, the administrator names the data load, selects where data should be loaded, and clicks OK to initiate the data load and close the dialog box.

4. In the Data Load dialog box, the administrator monitors the data load, noting that a warning exists for unmapped accounts. Accounts exist in the source system that were not mapped to a profile in Account Reconciliation Manager. The administrator views the unmapped accounts, corrects the mapping in Oracle Hyperion Financial Data Quality Management, Enterprise Edition, and returns to Account Reconciliation Manager to rerun the data import. The administrator confirms that the data load completed successfully.

5. Now the administrator is ready to open the Period. From the Manage Periods dialog box, the administrator selects a period, selects Set Status from the drop-down list, and then selects the Open option, causing the reconciliation status to change to Open for all reconciliations.

6. Preparers are ready to begin their work.

Scenario 4––Power User

A Power User performs maintenance on profiles in his security profile, which includes all profiles with Company Codes ranging from 50-55.

1. The power user receives an email notification that reviewer assignments must change for a series of profiles. These profiles are in the security profile of the power user.

2. From the Profile List View, the power user creates a filter to retrieve the affected accounts and uses the Actions panel to apply changes to reviewer assignments.

3. Later that day, the power user receives an email from the administrator informing him that new profiles must be created for general ledger account 1729 (a new account), for all company codes in the security profile of the power user. The power user decides the easiest way to create these profiles is to import them from a CSV file. From the Profile List View, he exports a sample profile using the Export profiles – unformatted data for future import option to create a template file. Then, he creates seven profiles in this import file, one each for company codes 50-56.

4. The power user imports the profiles. During import, Account Reconciliation Manager notifies him that profile 56-1729 is outside his security profile and cannot be created. The power user realizes he made a mistake, because his profile includes Company Codes 50-55. He confirms that these six profiles are added successfully.

21 Setting Up Account Reconciliation Manager

Related Topics

- Starting the Application

- Setting Up Users

- Assigning Security Roles

- Assigning Access Rights

- Switching Roles

- Managing Account Reconciliation Teams

- Managing System Settings

- Managing Formats

- Managing Mappings

- Managing Periods

- Managing Currency Rates

- Managing Attributes

Starting the Application

Note:

The Oracle Hyperion Shared Services server, the Oracle Hyperion Enterprise Performance Management Workspace server, and the product server must all be running before you launch the application.

See the Oracle Enterprise Performance Management System Installation and Configuration Guide.

To access your product, first log on to EPM Workspace and launch your program.

To start your program:

1. Enter the URL.

The URL is the web server host name, web server port, and workspace.

By default, the Workspace URL is http://SERVER_NAME:PORT/workspace/.

2. In the EPM Workspace logon dialog box, enter the system user name and password and click Log On.

If an error message indicates that the system can't authenticate a user, verify these conditions:

- The user is provisioned for the application. If not, use Shared Services to provision the user.

- The user token or session is not timed out. If it has timed out, log off, and then log on to start a session.

- The web server is configured and running. If there is a problem with the web server, contact the system administrator.

3. Select Navigate, Applications, YOUR APPLICATION.

Setting Up Users

Before working with your application, you must assign security roles to users, groups, or teams.

To assign security roles, follow this process:

- Use Oracle Hyperion Shared Services to create and manage groups as needed for easier security assignment.

- Use Shared Services to provision users, groups, or teams with security roles.

For information on using Shared Services, see the Oracle Enterprise Performance Management System User Security Administration Guide.

Assigning Security Roles

Access to Account Reconciliation Manager modules depends on user security roles and the privileges. These security roles are available for Account Reconciliation Manager:

Table 21-1 Security Roles

Security Role

Description

Administrator

- Full access to System Settings, Filters, Attributes, Periods, Reconciliation Profiles, Reconciliation Instances, rates, and Reporting.

- Review and approve or reject reassignment requests submitted by preparers and reviewers.

- Cannot prepare or review account reconciliations.

- Add and remove their own comments.

- Remove comments from reconciliations to accommodate cases where commentary must be removed and the commentary was entered by a user who is gone.

- Create Report Binders

Power User

- Full access to filters, Reconciliation Profiles, Reconciliation Instances, and Reporting.

- Review and approve or reject reassignment requests submitted by preparers and reviewers.

- Add and remove their own comments.

- Remove commentary from reconciliations to accommodate cases where commentary must be removed and the commentary was entered by a user who is gone.

- Create Report Binders

Preparer

- Perform all functions related to preparation, including adding, editing, and removing transactions; flagging transactions; adding comments; removing comments that he added; adding attachments; removing attachments he previously added; answering Questions; and submitting reconciliations for review.

- Create Report Binders for their reconciliations

- Create private filters

Reviewer

- Review, including flagging transactions; adding comments; removing comments he previously added; rejecting reconciliations; and approving reconciliations.

- Create Report Binders for their reconciliations

- Create private filters

Commentator

- Add comments to reconciliations and the associated reconciliation transactions. This access is only to reconciliations assigned with commentator privileges

- Create Report Binders for their reconciliations

- Create private filters

Viewer

- Read-only access to reconciliations to which he is assigned Viewer privileges.

- Create Report Binders for their reconciliations

- Create private filters

Report Designer

- Access to Manage Reports

- Access to Generate Reports

To assign security roles:

1. Expand the User Directories folder, and then expand the directory where the users reside.

2. Perform an action:

- To assign security roles to a user, select Users.

- To assign security roles to a group, select Group.

3. Search for and select a user or group.

4. Provision the user using one method:

- Right-click and select Provision.

- Select Administration, and then Provision.

- Click Provision.

5. From Available Roles, expand the application.

6. Select Account Reconciliation Manager, and expand to an Account Reconciliation Manager role, click the arrow button to add the role to the user, and then click Save.

7. Review the summary report.

Assigning Access Rights

The functions that a user is authorized to perform in Account Reconciliation Manager are determined by the roles authorized for the user. Certain roles limit the objects that the user can interact with; these object limitation security settings occur within Account Reconciliation Manager.

You can grant access rights to users for modules and data. For example, you can allow certain groups of users to view, create, or change certain data or to invoke certain methods. Or, you can prevent components from rendering based on the user role. After the user is authenticated, the application can determine whether to grant that user access to an object or module based on the role.

The activity rights that a user has for an object establish the access rights to that object.

Preparer

Has write access to assigned reconciliations and can submit reconciliations for review.

Reviewer

Has write access to the Status (Approve or Reject) of assigned reconciliations and can add comments. Has read access for the rest.

Commentator

Has write access to add comments and read access for the rest.

Viewer

Has read access to reconciliations.

Modules

Functions are enabled based on the User role in Oracle Hyperion Enterprise Performance Management Workspace.

Data

Profile and reconciliation data objects have data security for Account Reconciliation Manager:

Security settings:

VIEW

Users can read and view data.

MODIFY

Users can modify the data but cannot create or delete data.

CREATE

Users can create and delete data.

The types of activity rights a user has for an object establish the access rights to that object.

Preparer

Has write access to assigned reconciliations and can submit reconciliations for review.

Reviewer

Has write access to the Status (Approve or Reject) of assigned reconciliations and can add comments. Has read access for the rest.

Commentator

Has write access to add comments and read access for the rest.

Viewer

Has read access to reconciliations.

Switching Roles

Account Reconciliation Managercan assign combinations of roles to a user. The user can see what role they are currently using and easily switch roles. The selection displays:

- Administrator if the user is provisioned with the Administrator role

- Power User if the user is provisioned with the Power User role

- Workflow if the user is provisioned with any of the following roles: Preparer, Reviewer, Viewer, Commentator.

To switch roles, in Account Reconciliation Manager, on the navigation bar on the left, select another role.

Managing Account Reconciliation Teams

Teams are defined and provisioned with Preparer, Reviewer, Viewer, or Commentator roles. Account Reconciliation Manager also has Administrator, Power User team roles. A Team must be assigned that role to perform that role.

Adding Teams and Members

To add teams and members:

1. In Account Reconciliation Manager, click Manage, and then Teams.

2. Click Actions, and then New.

3. For each team, enter:

- Name

- Description

- Roles
Select a module, and then select roles for the team: Preparer, Reviewer, Viewer, or Commentator.

- Members

Note:

Search results will not include other team IDs or group IDs.

Teams do not grant roles to member IDs; member IDs must already be provisioned with the necessary roles.

To add members:

a. In Members, click Actions, and then Add.

b. Enter the partial or full First Name, Last Name, or click Search to select names.

c. In Search Results, click Add, or Add All to add the selections to the Selected list.

4. In Team, select Primary User to have the reconciliations default to a Claimed status with that user.

Note:

Other team members can then claim the reconciliations.

Editing Teams and Members

To edit teams or members:

1. In Account Reconciliation Manager, click Manage, and then Teams.

2. Select a team, then Actions, and then Edit.

3. Edit the teams and members, and then click OK.

Deleting Teams and Removing Members

If a team has been assigned to a profiles, then it cannot be deleted. To delete a team, remove it from all profiles to which it is assigned.

To delete teams or members:

1. In Account Reconciliation Manager, click Manage, and then Teams.

2. To delete teams, select a team, click Delete, and then, at the warning, click Yes.

3. To remove members, double-click a team name, in Edit Team, select a member, and then click Remove.

4. Click OK.

5. In Manage Teams, click Close.

Managing Team Users

Related Topics

- Managing Teams

- Changing Users' Preferences

Managing Teams

To add users to a team:

1. In Account Reconciliation Manager, click Manage, and then Users.

2. In Manage Users, select a user, then Actions, and then Edit.

3. In User Details, on the Teams tab, select Actions, and then Add.

4. In Select Teams, select a team, and then click OK.

Changing Users' Preferences

To change users' preferences:

1. In your application, click Manage, and then User Profile.

2. In User Details:

- In Status, make a selection.

- Select the Timezone.
If the user is the primary user and unavailable, the reconciliation reverts to the backup user, if one is assigned, and if that backup user has a status of Available.

- For email notifications, enter the Email Start Time and Email End Time.

- The Teams tab displays the user teams.

- On the Notifications tab, for each type of notification, expand each notification preferences and choose when to be notified:
For example: for Status Change Notification, expand to Account Reconciliation Manager, then expand and choose "You are the backup preparer and the primary preparer is unavailable". Select "Every 2 hours" as a choice of notification.

Note:

You can override a setting at a lower level (for example, configure Notification Type to Every 2 hours, and override one of the Conditions to Immediately). Then the parent setting(s) displays the word Mixed, to provide a visual indication that more than one preference setting has been assigned to child level settings. You can change the value from Mixed to a different preference setting; the child level settings are changed to the new setting.

If an Administrator disables the System Settings Configuration Settings for Email Notifications, then notifications are suspended.

Managing System Settings

Related Topics

- Managing Profile Segments

- Managing Frequencies

- Defining Currency

- Editing System Attributes

- Setting Power User Security

- Managing Aging Profiles

- Managing Global Integration Tokens in Account Reconciliation

- Managing Calendars

- Managing Holiday Rules

- Managing Organizational Units for Account Reconciliiation Manager

- Configuration Settings

Managing Profile Segments

Note:
Administrators can add, edit, or remove profile segments only when no profiles exist. Therefore, you must define profile segments once, during implementation.

When defining profiles in Account Reconciliation Manager, the profile account ID is stored in segments to facilitate filtering and reporting on the values. The number of profile segments is configurable and unlimited. For example, the account ID 100-1200-ABC contains three profile segments.

You can specify different types for profile segments:

Integer

Values ranging from 0-9. Use number segments for segments that require only numeric values.

List

Values entered into the profile segment are predefined; restrict them to an authorized set of values.

Text

Numbers, letters, and most special characters. Use hyphens (-) to delimit profile segments; so they cannot be used as a segment value. Use Text segments when segment values are not restricted to a defined list and may contain a wide range of values.

Creating Profile Segments

Note:
Administrators can add, edit, or remove profile segments only when no profiles exist. Therefore, you must define profile segments once, during implementation.

To create profile segments:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Profile Segments.

2. Select Actions, and then New.

3. Enter the Name and select the Profile Segment Type.

For List, enter the list values. The master and detail sections are displayed. The Administrator adds values for the list segment.

Importing Profile Segments

Create an import file of type List in a TXT file format, with each value on a separate line.

To import profile segments of type List:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Profile Segments, and then select a profile segment of type List.

2. In the detail section, select Actions, and then Import.

3. Click Browse, navigate to the import file and then click Open.

4. When the import is completed, the Import List Values displays the status, total List values, and List values Completed, Created, and Updated.

5. Click OK to accept the import, or Reset to reject the imports and go back to Import List Values.

Deleting Profile Segments

Note:
Administrators can add, edit, or remove profile segments only when no profiles exist. Therefore, you must define profile segments once, during implementation.

To delete profile segments:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Profile Segments, and then select a profile segment.

2. Select Actions, and then Delete.

Managing Frequencies

Frequencies are associated with profiles and reconciliations and periods and determine how often you must prepare and review reconciliations.

Common frequencies include Monthly, Quarterly, and Annually. The names of frequencies do not matter, can be changed anytime, and do not affect reconciliation processing.

Creating Frequencies

To create Frequencies:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Frequencies.

2. Select Actions, and then New.

3. Enter the name of the frequency. For example: Monthly, Quarterly.

Deleting Frequencies

To delete Frequencies:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Frequencies.

2. Select a frequency, Actions, and then Delete.

If the frequency is in use by other items, a message is displayed: "One or more of the items selected for modification are in use by other items and cannot be modified at this time. Select an item to see the list of items which are using it." Click Close.

Defining Currency

Related Topics

- Disabling Standard Currencies

- Creating Custom Currencies

- Defining Currency Buckets

- Defining Rate Types

Disabling Standard Currencies

Standard currencies are installed with Oracle Hyperion Financial Close Management. To hide unused currencies on available currency lists, hide them in the Currency System Settings.

To disable standard currencies:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Currencies.

2. Select a currency, and then clear the Enabled field.

Editing Custom Currencies

To edit custom currencies:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Currency, and then Currencies.

2. Select a currency, then Actions, and then Edit. Edit the currency.

Deleting Custom Currencies

To delete custom currencies:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Currency, and then select Currencies.

2. Select a currency, then Actions, and then Delete.

You cannot delete the following currencies:

- A standard currency. It is always locked.

- An enabled currency. Disable the currency before deleting it.

- If a currency is in use, an error message tells you where it is used and prevents you from deleting it.

Creating Custom Currencies

To create custom currencies:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Currency, and then Currencies.

2. Select Actions, and then New.

3. Enter:

- Currency Code

- Currency Symbol

- Decimal Places

- Description

- Enabled
If the currency is enabled, then it is displayed in the currency list.

Defining Currency Buckets

The currency buckets setup options determine whether your application is configured for one currency environment (for companies that transact only in one currency) or a multiple currency environment (for companies that maintain account balances in multiple currencies). You can have up to three currency buckets; for example, Entered, Functional, and Reporting.

To define Currency Buckets:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Currency and then Currency Bucket.

2. Select a label for the multiple currency bucket for Balances and Transactions data. For example:

- Entered—Report balances and transactions in the currencies in which they occurred.

- Functional—Report balances and transactions in the currency associated with the entity that owns the account.

- Reporting—Report balances and transactions in the currency used for system-wide reporting.

3. Select whether to Enable the currency bucket to display in the application.

4. Select a Default Currency; for example, US Dollar (USD).

Defining Rate Types

Rate types are associated with foreign exchange rates for use with profiles or reconciliations. In Account Reconciliation, configure only rate types used for period end balance translation in the source systems being reconciled.

When foreign exchange rates are imported from source systems, they are associated with a rate type. Assign profiles and reconciliations that require foreign exchange translation a rate type that matches the rate type used for balance translation in the source system. When Account Reconciliation calculates foreign currency transaction values in a reconciliation, it uses the rates associated with the rate type assigned to the reconciliation.

Creating Rate Types

To create Rate Types:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Currency, and then Rate Type.

2. Select Actions, and then Add.

3. Enter:

- Rate Type—
Enter a unique name for the Rate Type.

- Source System—
If importing currency rates from Oracle Hyperion Financial Data Quality Management, Enterprise Edition, select the Source System; for example, Oracle GL.

- Source System Rate Type—
If importing currency rates from FDMEE, select the rate type; for example, Oracle GL Corporate.

- FDMEE—
If the data is from FDMEE, this column displays a check mark .

Deleting Rate Types

You can delete a rate type if it is not in use.

To delete Rate Types:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Currency, and then select Rate Types.

2. Select a rate type and Actions, and then Delete.

Editing System Attributes

System Attributes are the standard attributes included with Account Reconciliation:

Process

Associated with profiles and reconciliations and enable classification of profiles and reconciliations according to the purpose for which reconciliations are performed. Common processes include the balance sheet reconciliation processes, the consolidation system reconciliation process, and the local GAAP reconciliation process.

Risk Rating

Associated with profiles and reconciliations and enable classification of profiles and reconciliations according to risk level. Risk ratings can be used to select accounts for reporting or to facilitate assignment of preparers, frequencies, or other attributes.

Account Types

Associated with profiles and reconciliations, account types enable classification of profiles, reconciliations, and adjustments according to a hierarchical structure that defines:

- The nature of the account (for example, asset, liability, or equity)

- Subclassifications (for example, current assets and noncurrent assets)

- Specific account types (for example, cash)
To achieve the maximum benefit, configure account types to match the structure that is used for financial reporting.

Data Load Context

Specifies the logical context to use for Oracle Hyperion Data Integration Management (ODI). This logical context contains the database connections needed for importing balances and FX rates from source systems.

To edit system attributes:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select System Attributes.

2. Select an attribute, and then click Edit .

3. To change the name of the attribute, select it, and then edit the name.

4. To add a value, select Actions, and then select Add. Enter the value.

Setting Power User Security

Power Users have administrative capabilities in Account Reconciliation limited to administering authorized sets of profiles and reconciliations. This feature is designed for companies with distributed reconciliation processes that require participation of employees familiar with configuring profiles and reconciliations locally.

The authorization occurs through security filters on account segments. For example, Power User A might be granted authorization only to profiles or reconciliations where segment one = 100 and segment two starts with 12. Security filters are created and assigned to each Power User.

Managing Aging Profiles

Aging profiles contain the definition of aging buckets that are used in Account Reconciliation dashboards to report on the age of reconciliation transactions. Account Reconciliation includes a predefined aging profile that contains these aging buckets:

- 0–30 days

- 31–60 days

- 61–90 days

- 91–180 days

- More than 180 days

You can define additional aging profiles to support aging policies.

Creating Aging Profiles

To create Aging Profiles:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Aging Profiles.

2. Select Actions, and then New.

3. Enter an Aging Profile Name.

4. For each aging bucket in the aging profile:

a. Click Add .

b. Enter these fields:

- Label: Enter a label for each range of days; for example, 0–30 days, 31–60 days, 61–90 days.

- Start Day: Enter the first day of the range; for example, 0.

- End Day: Enter the last day of the range; for example, 30.

Editing Aging Buckets

To edit Aging Buckets:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Aging Profiles.

2. Select an Aging Profile.

3. Click Edit .

4. Make the changes.

Managing Global Integration Tokens in Account Reconciliation

The Global Integration Tokens enables you to create parameterized URLs, which you can use to launch OBIEE reports that require provision of parameters to display filtered report content.

When creating the URL, the parameters are inserted into the URL. When the URL is clicked, the parameters are replaced with the values from Oracle Hyperion Financial Close Management.

In Account Reconciliation Manager, parameters are configured from:

- Static parameters defined in Account Reconciliation

- Attributes of type Text and List assigned to Profiles or Reconciliations and Formats

- Native Profile or Reconciliation attributes of type Text and List assigned to Profiles or Reconciliations and Formats

Example 21-1 Example:

...saw.dll?Go&Path=%2fshared%2fCustom%20ARM%2fReconciliation%20Header%20Report&Options=rmf&Action=Navigate&P0=1&P1=eq&P2="ARM%20Header"."G%20Account"&p3=$ARM_AccountID$&p4=”$ARM_Period_Name$”

where $ARM_AccountID$ = 100-1500, and $ARM_Period_Name$ = June 2012

Example 21-2 The URL becomes:

..?Go&Path=%2fshared%2fCustom%20ARM%2fReconciliation%20Header%20Report&Options=rmf&Action=Navigate&P0=1&P1=eq&P2="ARM%20Header"."G%20Account"&p3=100-1500&p4=”June 2012”

You can access URLs in Account Reconciliation from the following locations, in the Instructions section:

- Profile dialog box, after an administrator adds a reference URL to a profile in the Instructions section.

- Format dialog box, after an administrator adds a reference URL to a format in the Instructions section.

- Actions dialog box.

Creating a Token in Account Reconciliation

Tokens in Account Reconciliation:

- Must be unique

- Cannot be modified

- Should not be deleted. When you try to delete, a warning message is displayed: "Deleting a Global Integration Token will invalidate the URLs that are referencing it. Are you sure you want to continue?"

To create a token:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Global Integration Tokens.

2. Select Actions, and then Add.

3. In Define Integration Token, enter:

- Name: Enter a unique token name

- Type: Reconciliation Attribute or Static Attribute

- Value:

- If Reconciliation Attribute is selected as the Type, select the Reconciliation and Balance Attributes.

- If Static Attribute is selected as the Type, enter the value that is passed when the URL is rendered.

Deleting a Token in Account Reconciliation

To delete a token:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Global Integration Tokens.

2. Select a token, Actions, and then Delete.

A warning message is displayed, "Deleting a Global Integration Token will invalidate the URLs that are referencing it. Are you sure you want to continue?"

3. Click Yes to delete.

Managing Calendars

Administrators define Calendars, which are associated with ARM Periods and Organizational Units. One Period may have many Calendars, to reflect different date configurations for the period; an Organizational Unit is assigned a single Calendar that determines the dates used for that Organizational Unit. Calendars must exist first; in System Settings, an Administrator assigns a calendar to an Account Reconciliation Period or to an Organizational Unit.

Adding Calendars

To add calendars:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Calendars.

2. Click Actions, and then New.

3. Populate these fields:

- Calendar ID
Required as an Oracle Hyperion Enterprise Performance Management System Lifecycle Management identifier and must be unique.

- Name
Required.

Deleting Calendars

To delete calendars:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Calendars.

2. Select a calendar, Actions, and then Delete.

Note:

The BASE calendar cannot be deleted.

Managing Holiday Rules

To create holiday rules:

1. Select Manage, and then System Settings. In System Settings, select Holiday Rules.

2. Click Actions, and then New.

3. Enter:

- Holiday Rule ID
Identifies the record for LCM, mandatory, and must be unique.

- Name
Mandatory, can be up to 50 characters, and need not be unique.

- Year
The Year attribute behaves as a filter. Users need not select a value, but if they do, then the table should display the dates associated with the year.

Importing Holiday Dates

You can import dates into an existing holiday rule.

To import holiday dates:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Holiday Rules.

2. Create or select a holiday rule.

3. On the bottom section of Holiday Rules, select Actions, and then Import .

- Enter the file name, or click Browse to navigate to the CSV import file.
Example:

"Date","Name"
"Jan 1, 2014","New Years Day"
"May 26, 2014","Memorial Day"

- For Import Type, click one:

- Replace—Replaces the holiday dates with the holiday dates in the file that you are importing. It does not affect other units that are not specified in the import file.

- Replace All—Imports a new set of holiday dates that replaces the existing holiday dates. Use this option to replace a unit in one system with an updated definition from another system. Holiday dates that are not specified in the import file are deleted.

4. Date Format

Note:
This feature is available only in 11.1.2.4.100 (patch 20307212). For information about new features and updating to release 11.1.2.4.100, see My Oracle Support https://support.oracle.com

Select a Date Format from the drop down list of allowed date formats. Date formats are not translated. By default, the date format is set to the locale date format of the exported file location.

For example:

- MM/dd/yyyy

- dd/MM/yyyy

- dd-MMM-yy

- MMM d, yyyy

5. Click Import.

Duplicating Holiday Rules

To duplicate holiday rules:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Holiday Rules.

2. Select a rule, then click Actions, and then Duplicate.

3. Edit fields.

Managing Organizational Units for Account Reconciliiation Manager

Organizational Units allow administrators to model regions, entities, business units, divisions, departments, and any other entity that might be affiliated with a task or reconciliation. Organizational units are hierarchical to facilitate reporting.

Administrators can expand and collapse sections of the hierarchy.

To add an organization:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Organizational Units.

2. Click Actions, and then Add.

3. On the Properties tab, enter:

- Name
Mandatory, cannot exceed 50 characters, and the name need not be unique. Administrators can change the name anytime.

- Organizational Unit ID
A unique ID used to identify the transaction for Oracle Hyperion Enterprise Performance Management System Lifecycle Management purposes. Organizational Unit ID is mandatory and cannot be changed after an organizational unit is set.

- Description
Optional.

- Time Zone
Optional. Determines which time zone applies to the organizational unit. For information on supported time zones and import file format, see Supported Time Zones in Organization Units.

- Holiday Rule
Optional. Determines which list of holidays applies to the organizational unit.

- Parent Organizational Unit
Enables Administrators to change the hierarchy.

- ARM Calendar
Enables administrators to associate an organizational unit with an Account Reconciliation Period calendar. Selection of a Calendar is optional; if not selected, the organizational unit will use the Base calendar for each period.

Administrators can change the Account Reconciliation calendar associated with an organizational unit. However, that change will be conditional. For example, if the Account Reconciliation calendar is changed such that the current period is no longer a monthly period, then existing monthly reconciliations will remain in the period, even though that frequency no longer matches the frequency of the calendar associated with the organizational unit. Reconciliations are unaffected by changes to the period start date, end date, and close date as a result of a change in the ARM calendar assigned to the organizational unit.

- Work Days
Determines which days of the week are workdays.

4. The Access tab allows administrators to assign viewer and commentator access in a centralized location, rather than having to assign it to each task or reconciliation.

To select a user:

a. Select Actions, and then Add.

b. In Select Viewers, enter the First Name and Last Name, or click Select Users , select either Users, Groups, or Teams and then enter the name, or click Search.

c. In Search Results, select Users, Groups, or Teams, and add them to the Available column.

d. Click OK.

Importing Organizational Units

Caution:

If you are using multiple modules in Oracle Hyperion Financial Close Management, you must run separate import processes to import the module specific properties of the organizational unit.

To import organizational units:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Organizational Units.

2. Select Actions, and then Import .

- Enter the file name, or click Browse to navigate to the CSV import file.
Example:

Note:

This Account Reconciliation import organizational unit example requires a pre-existing parent org unit named "Americas," a holiday rule named "US," a calendar named "US,", a viewer named "fm_user5," and a commentator named "fm_user4." Create these or edit the file accordingly to use other objects.

"OrganizationalUnitID","Name","ParentOrganization","Description","TimeZone","H olidayRule","Calendar","Workdays","Viewer1","Commentator1" "US3","US3","Americas","Import Organization US3 Account Reconciliation Manager Example","","US","US",1-2-3-4-5,"fm_user5","fm_user4"

- For Import Type, click one:

- Replace—Replaces the Organizational Unit detail with the Organizational Unit that is in the file that you are importing. It does not affect other units that are not specified in the import file.

- Replace All—Imports a set of Organizational Units to replace the existing Units. Use this option to replace a unit in one system with an updated definition from another system. Organizational Units that are not specified in the import file are deleted.

3. Click Import.

Selecting an Organizational Unit

Administrators define Organizational units in system settings. The organizational list is displayed in functional dialogs.

To select an organization:

1. Click Search.

2. Select an organization. An arrow indicates a child organization exists. Expand the parent to select a child organization.

3. Click OK.

Configuration Settings

Related Topics

- Data Load Timeout

- Due Date Reminder Notifications

- Email Notifications

- Maximum Attachment Size

- Reviewer Levels

- User Sync Process

- Reopening Reconciliations

Data Load Timeout

To enable data load timeout:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Configuration Settings, and then Data Load Timeout.

2. In Number of hours to wait for FDMEE data load rule to finish, make a selection.

Due Date Reminder Notifications

Account Reconciliation sends email Due Date Reminder Notifications to preparers and reviewers in these conditions:

1. Responsibility for reconciliations changes to the preparer or reviewer.

2. A due date is missed.

3. A due date is approaching for reconciliations. (You must configure the number of days in advance of the due date. See the next procedure.)

Notifications pertaining to the conditions 1 and 2 require no additional configuration. Account Reconciliation determines when to send notifications based on information contained within the reconciliations.

To assign the number of days before a due date to send reminder notifications:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Configuration Settings, and then Due Date Reminder Notifications.

2. In Number of days before due date to send reminder, make a selection.

Email Notifications

Email Notifications acts as a master on/off switch for all notifications, for all users. When Turn On is selected, batch notifications are generated.

Note:

By default, "Turn OFF" is selected.

To enable email notifications:

1. In your application, select Manage. and then System Settings. In System Settings, select Configuration Settings, and then Email Notifications.

2. For Email Notifications, select Turn On.

Maximum Attachment Size

Maximum Attachment Size determines the maximum file size that Account Reconciliation users are allowed to upload in Account Reconciliation. Administrators can adapt Account Reconciliation to work within the installation environment's limitations.

To change the maximum attachment size:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Configuration Settings, and then Maximum Attachment Size

2. In Select maximum file upload size, select a value from 5 MB, with incremental values of 5 MB, up to 100 MB.

Reviewer Levels

Reviewer Levels determines the number of levels that a reconciliation might be reviewed.

To change the reviewer level:

1. In Account Reconciliation, select Manage, and then System Settings. In System Settings, select Configuration Settings, and then Reviewer Levels

2. In Reviewer Levels, select a value from 1 to 10.

User Sync Process

Account Reconciliation maintains a local copy of the user, group, and team details for various reasons; for example, User ID, User Login, First Name, Last name. The User Sync Process must be initialized manually and then runs daily at 5:30 AM server time.

To enable User Sync Process:

1. In your application, select Manage. and then System Settings. In System Settings, select Configuration Settings, and then User Sync Process.

2. Do one:

- To initialize to run daily at 5:30 AM server time, for User Sync Process, select Turn On.

- To manually initiate a user sync, for User Sync Process, select Turn Off, then click Save, then select Turn On, and then click Save.

Reopening Reconciliations

There may be times within your organization when users in the course of the business cycle need to reopen a reconciliation. An administrator can permit this by taking action in the System Settings.

To allow reopening of reconciliations:

1. From Manage, select System Settings.

2. Select Configuration Settings then Reopen.

3. Set the conditions for allowing reopening of open reconciliations:

- Not Allowed - this is the default option and Preparers and Reviewers cannot change the workflow of an open reconciliation once they have submitted or approved.

- Allowed for all reviewers- allows Reviewers who have approved a reconciliation to return the workflow to themselves. Preparers cannot do this.

- Allowed for preparers and reviewers - allows a Preparer who has submitted a reconciliation or a Reviewers who has approved a reconciliation to return the workflow to themselves.

4. Set the conditions for allowing reopening of closed reconciliations:

- Not Allowed - this is the default option and Preparers and Reviewers will not be able to reopen a closed reconciliation.

- Allowed for final reviewers- allows only the final Reviewer to reopen and return the workflow to themselves. If there is only one Reviewers, they are by default the final Reviewer.

- Allowed for all reviewers- allows any Reviewer associated with the reconciliation to reopen and return the workflowto themselves

- Allowed for preparers and reviewers - allows either Preparers or Reviewers of the reconciliation to reopen and return the workflow to themselves.

5. Click Save.

Managing Formats

Reconciliation formats determine the method of reconciliation and the information that must be provided by the preparer before the reconciliation can be sent on for review. Formats are configured by administrators and assigned to profiles.

Note:

You can't modify formats cannot be changed of existing reconciliations. First, delete the reconciliation, then change the format on the profile, and then copy the changed profile into the period.

Creating Formats

To create formats:

1. In Account Reconciliation, click Manage, and then Formats.

2. Click New.

3. In the Properties tab, enter:

- Name

- Description

- Reconciliation Method

- Account Analysis—The Source System Beginning Balance and the Net Activity enable you to measure the change in an account from the last reconciliation performed for the account.
The balance in the general ledger is substantiated through a listing of transactions that should comprise the ending balance. This list of transactions is called the Explained Balance, and it is compared to the General Ledger Balance. If there is a Difference, the preparer uses the Explained Balance and Adjustments tabs to record adjustments to get the unexplained difference down to zero. Examples of accounts: prepaids, accruals, reserves, and intangibles. The key to a high-quality account analysis is to ensure that the list of explained balance transactions includes sufficient detail to justify all items.

In the Label column, assign descriptive names. The label names are displayed in the Balance Summary section of reconciliations.

- Balance Comparison—The balance in the general ledger can be substantiated by comparing it to a balance from another source. That source might be a subledger, a bank statement, a system report, or a spreadsheet containing a complex calculation.
When a preparer reconciles an account using this format, the Source System Balance, the Subsystem Balance, and the Difference between the two are displayed. If there is a difference, the preparer must record an adjustment on the System Adjustments or Subsystem Adjustments tabs.

Account Reconciliation then calculates the Adjustments to Source System and Adjusted Source System Balance, and subtracts those two to calculate the Unexplained Difference.

In the Label column, assign descriptive names.

Select Hide to exclude rows from the reconciliation. For example, if the Subsystem Balance can never be wrong, on the Properties tab, hide Adjustments to Subsystem and Adjusted Subsystem Balance to prevent users from adding these types of transactions.

- Auto Reconcile
Auto Reconciliation Conditions

Variance is within:

- A specified amount: Enter a number that reflects the absolute value of the difference that determines when auto reconciliation will be performed for profiles using this Format.

- A percentage of the current period balance: Enter a percentage that reflects the amount of the difference (measured as a percentage of the current period balance) that determines when auto reconciliation will be performed for profiles using this Format.

- Require 0 unexplained difference (For Account Analysis and Balance Comparison Formats):
Depending on the chosen method of reconciliation, the reconciliation calculates the unexplained difference as:

- For Account Analysis Formats: The Source System Balance, less the Explained Balance, and less the Adjustments.

- For Balance Comparison Formats: The Source System Balance, less the Subsystem Balance, less the Adjustments to Source system, and less the Adjustments to Subsystem.

Administrators can specify whether the format requires a 0 unexplained difference. If it does, the preparer can't submit the reconciliation for review until adjustments are created for the full difference between the source system balance and the explained/subsystem balance.

Adding Transaction Details, Action Plans, and Rules

Transaction Attributes determine the information that the Preparer provides when transactions are entered into the reconciliation. Transaction Attributes are displayed in the Reconciliation dialog box on the Transaction Detail tab.

The following is an example of an Account Analysis Explained Balance tab with the Transaction Detail, Action Plan, and Rules sections:

To add or edit Format Transaction Details, Action Plans, and Rules:

1. In New Format or Edit Format, on the Properties tab, select an attributes tab specific to the reconciliation method you selected on the Properties tab:

- For Account Analysis, select Explained Balance or Adjustments

- For Balance Comparison, select System Adjustments or Subsystem Adjustments

Attributes tabs sections:

- Transaction Detail
The attributes assigned to the transaction, including standard and attributes. Assign sufficient attributes to enable Preparers of reconciliations to fully document the nature of the transaction.

- Action Plan
Lists the action plans related to reconciliation transactions. The attributes in this section have different behavior according to the access privileges to ensure that Preparers can document resolution of outstanding items, even after the reconciliation is submitted.

- Rules
Lists the rules related to reconciliation transactions.

2. For the Transaction Detail and Action Plan sections, click Add, and, on the Properties tab enter the following information:

For Account Analysis and Balance Comparison reconciliation methods, enter:

- Attribute
Select an attribute from the list of defined attributes; for example: Accrual Category or Action Plan.

- Type
Noneditable field is populated by the attribute type.

- Value
Select a value.

- Access

All roles have view access unless otherwise specified in the table below.

To add an access, for each of the Text Box and Attachments tabs:

a. Click Add.

b. Select a role.

c. Select one of the Role access types:

- Text Box:

- Do Not Display—Does not see this attribute on the Reconciliation List or in any of the dashboards, list views, or reports.

- Allow Edits—Has the ability to add, change, and remove values for the attribute, but subject to the editability rules.

- Required—Requires a value for the attribute. The Required option is available for Preparers and Reviewers. Until a value is provided, Preparers are prevented from submitting, and Approvers are prevented from approving.

- The Multi-Line Text Box has 2 access tabs:

- Text Box tab:

- Do Not Display—Does not see this attribute on the Reconciliation List or in any of the dashboards, list views, or reports.

- Allow Edits— Has the ability to add, change, and remove values for the attribute, but subject to the editability rules.

- Required—Requires a value for the attribute. The Required option is available for Preparers and Reviewers. Until a value is provided, Preparers are prevented from submitting, and Approvers are prevented from approving.

- Attachments tab:

- Do Not Display—Does not see this attribute on the Reconciliation or in any of the dashboards, list views, or reports.

- Add & Remove—Has the ability to add files and remove files that they themselves added, but subject to the editability rules.

- Required—Requires the Preparer or Reviewer to attach at least one file. The Required option is only available for Preparers and Reviewers. Until a file is attached, Preparers are prevented from submitting, and Approvers are prevented from approving.

- Add & Remove All—Can add their own files, remove their own files, and also remove files added by other roles.

d. Click OK.

3. In Rules, select Add and enter the applicable information:

a. Rules—See Order of Precedence Rules for Account Reconciliation.

b. Description

Optional. Explain why you configured the rule and how should be used.

c. The Rules tab defines rules for the attribute being assigned.

d. To set the Access for the "Set Attribute Access" rule.

e. Select Create Filter and populate the conditions section or select Use Saved Filter, and then select a filter. The filter selected and configured for the rule determines the conditions that trigger the rule to apply.

f. Conditions

- If Use Saved Filter is selected, the Conditions section displays a read-only version of the conditions associated with the saved filter.

- If Create Filter is selected, the Conditions section is enabled.
Conjunction, Source, Attribute, Operand, and Value behave as they do for the existing advanced filter feature. When creating filters, you can use these rules:

- Any Reconciliation or Transaction attribute, including calculated attributes that are classified as Reconciliation and Transaction attributes

- Period Frequency

Specifying Format Instructions

Administrators provide instructions on how to use the format. These instructions can include text-based instructions, URLs, attached files, or links to files in document repositories. These instructions are merged with profile instructions and presented on the reconciliation.

To specify instructions:

1. In New Format or Edit Format, select the Instructions tab.

2. In Instructions, enter instruction text.

To add a reference:

1. In the References section, click Add .

2. In Type list, select a type:

- Local File
Click Browse to select and attach the file, enter a Name, and then click OK. The file size is specified in System Attributes.

- URL
Name the URL, and then enter it; for example: Oracle, http://www.oracle.com, and then click OK.

3. See:

- Creating Formats

- Adding Format Attributes

- Specifying Format Questions

- Viewing Format History

Tip:

To delete a reference, select it, and then click Delete.

Adding Format Attributes

Format Attributes affect the overall reconciliation and enable capture of additional information, such as Time to Prepare, or Time to Review. Format Attributes appear in the Reconciliation dialog, on the Summary tab, under "Additional Attributes".

To add an attribute assignment:

1. In New Format or Edit Format, select the Attributes tab.

2. Select Actions, and then Add.

3. On the Properties Tab, enter:

- Attribute:
Select one. See Defining Attributes.

- Type:
This noneditable field is populated by the Attribute.

- Value:
Select a value associated with the type of attribute; for example: a numeric value for Formatted Number attribute, a List for List attribute, multiple lines of displayed text without scrolling for Multi-Line Text, a name of a person, User, or Yes or No for the Yes/No attribute.

- Access
All roles have view access unless otherwise specified in the table below.

To add an access, for each of the Text Box and Attachments tabs:

a. Click Add.

b. Select a role.

c. Select one of the Role access types:

- Text Box:

- Do Not Display—Does not see this attribute on the Reconciliation List or in any of the dashboards, list views, or reports.

- Allow Edits—Has the ability to add, change, and remove values for the attribute, but subject to the editability rules.

- Required—Requires a value for the attribute. The Required option is available for Preparers and Reviewers. Until a value is provided, Preparers are prevented from submitting, and Approvers are prevented from approving.

- The Multi-Line Text Box has 2 access tabs:

- Text Box tab:

- Do Not Display—Does not see this attribute on the Reconciliation List or in any of the dashboards, list views, or reports.

- Allow Edits— Has the ability to add, change, and remove values for the attribute, but subject to the editability rules.

- Required—Requires a value for the attribute. The Required option is available for Preparers and Reviewers. Until a value is provided, Preparers are prevented from submitting, and Approvers are prevented from approving.

- Attachments tab:

- Do Not Display—Does not see this attribute on the Reconciliation or in any of the dashboards, list views, or reports.

- Add & Remove—Has the ability to add files and remove files that they themselves added, but subject to the editability rules.

- Required—Requires the Preparer or Reviewer to attach at least one file. The Required option is only available for Preparers and Reviewers. Until a file is attached, Preparers are prevented from submitting, and Approvers are prevented from approving.

- Add & Remove All—Can add their own files, remove their own files, and also remove files added by other roles.

d. Click OK.

4. The Rules tab defines rules for the attribute being assigned.

The Format Attribute rule runs when the specified conditions are met:

Table 21-2 Format Rules

Rule

Runs When

Rule Type

Precedence Notes

Set Attribute Access

Sets the value of attributes assigned to the Transaction Attributes section in the Format dialog box.

This rule gets evaluated (not run) whenever the attribute associated with the rule could be updated (through the user edits, or through import)

Format / Profile Attribute Rule

Rules that trigger different access levels can be configured. When this condition occurs, access is as follows:

- Hide

- Required

- Edit

- Read Only

5. See:

- Creating Formats

- Specifying Format Instructions

- Specifying Format Questions

- Viewing Format History

Specifying Format Questions

Administrators can configure certification questions that the preparer must respond to before they can submit the reconciliation for review. For example, if your policy requires that the user clear adjustments within 60 days, consider adding a certification question that asks, "Have you cleared all adjustments older than 60 days? – Yes or No". Administrators can add unlimitedcertification questions as needed, for each Format.

To specify questions:

1. In New Format, select the Questions tab.

2. Click New.

3. In New Question, in Question, enter question text.

4. In Type, select a question type:

- Date

- Date and Time

- Integer

- List

Enter a list of valid responses to the question.

- Multi-Line Text
The maximum length should be less than 4,000 characters.

Select Multi-Line Text, then enter the Number of Lines, from 3 to 50 lines. Multi-Line Text determines how many lines of text are visible, without scrolling, on the Actions dialog boxes.

For Multi-Line text type: For Multi-Line text type: on the Reconciliation Actions dialog box.

- Number

If you select Number, select number formatting options:

- For Decimal Places, enter a value for the number of decimal places to display.

- Select the Thousands Separator option if you want numbers to display a thousands separator (for example, 1,000.00)

- From the Currency Symbol list, select a currency symbol, for example, Dollars ($).

- From the Negative Number list, select how to display negative numbers, for example, (123).

- From the Scale list, select a scale value for numbers, for example, 1000.

- Text

- True or False

- User

- Yes or No

5. Assign a Role. The purpose of assigning a role is to determine which role can answer the question:

- Administrator

- Power User

- Preparer

- Reviewer (with separate roles for each Reviewer level currently in use in the application)

- Commentator

- Viewer

Note:

When re-ordering questions, you can only re-order within a role.

6. If the Required check box is selected for Preparers or Reviewers, users can close a reconciliation without answering their questions, but they cannot Submit or Approve.

Note:

The Required check box is enabled for Questions assigned to Preparer and Reviewer questions.

7. Click OK.

8. Optional: To change the order of questions, select a question, then select Actions, and then Move to Top, Move Up, Move Down, or Move to Bottom.

Tip:

To edit a question, select it, and then click Edit. To remove a question, select it, and then click Delete.

Working With Format Rules

Note:
This feature is available only in 11.1.2.4.100 (patch 20307212). For information about new features and updating to release 11.1.2.4.100, see My Oracle Support https://support.oracle.com

Format rules affect reconciliation workflow, the requirement for reconciliation attachments, or the value of profile/reconciliation attributes. The rules are displayed on the Profile Rules tab in read-only form.

Rules evaluate transaction conditions only if the accompanying reconciliations already exist.

Available rules:

See Order of Precedence Rules for Account Reconciliation.

- Auto Approve Reconciliation—Automatically completes specified approvals only if specified conditions have been met.
Examples of conditions that could apply to this rule:

- The balance is outside a specified range.

- The balance fluctuates more than a specified amount or percentage from some prior period.

- The prior reconciliation has transactions or other conditions meeting specified criteria.

- Attributes have specified values (including calculated attributes).

When conditions are satisfied, the specified reviewer levels are marked complete, and workflow progresses to the next level, or the workflow is closed if no additional review levels exist.

This rule can be rerun.

- Auto Submit Reconciliation—Automatically submits a reconciliation if specifiedRuns when Reconciliation status changes to Open with Reviewer.
Examples of conditions that could apply to this rule:

- The balance is outside a specified range.

- The balance fluctuates more than a specified amount or percentage from some prior period.

- The prior reconciliation has transactions or other conditions meeting specified criteria.

- Attributes have specified values (including calculated attributes)

When conditions are satisfied, the specified reviewer levels are marked complete, and workflow progresses to the next review level, or the workflow is closed if no additional review levels exist.

This rule can be rerun.

- Prevent Reconciliation Approval—Prevents approval of a reconciliation based on attribute values, or other characteristics.

- Prevent Reconciliation Submission—Prevents submission of a reconciliation based on attribute values, or other characteristics.

- Prevent Rejection—This rule prevents rejection by a reviewer under certain conditions. This rules runs when a Reviewer click Reject.

- Require Reconciliation Attachment—Prevents submission of a reconciliation if an attachment has not been added to the main attachments section of the reconciliation; conditions may be established based on attribute values, or other characteristics that specify when the attachment is required.
Example: Set the Preparer Duration based on the period frequency. The rule configuration supports when to set the value: Before profile is copied to the period.

- Send Email on Update—This rule sends emails when a reconciliation is saved based on certain conditions being met. This rule runs when a preparer clicks Save.

Note:
This rule is designed to be run when a user takes an action on a reconciliation such as setting attributes, not for actions on the reconciliation that happen outside the Actions dialog such as resetting dates.

To work with format rules:

1. Select Manage, and then Formats.

2. Double-click a format.

3. Select the Rules tab. You can view the following information:

- Order—The order of precedence. See Order of Precedence Rules for Account Reconciliation

- Rule—Name of the Rule

- Conditions—The choice of what conditions must exist before running the rule

4. To create, edit, duplicate, delete, or reorder a rule, on the Rules tab, click the appropriate button and, if necessary, update:

- Rule—Select a rule.

- Description—Optional. Explain why you configured the rule and how the rule should be used.

- Message(on sum rules):

- Message to Preparer—Define an optional message to preparer on the prevent reconciliation submission rule and require reconciliation attachment rules.

- Message to Reviewer—Define an optional message to preparer on the prevent reconciliation approval rule.

- Reviewer Level—Select "All Levels" to apply the rule to all reviewer levels or select specific reviewer levels individually. At least one reviewer level must be selected.

- Select Create Filter and populate the conditions section or select Use Saved Filter, and then select a filter. The filter selected and configured for the rule determines the conditions that trigger the rule to apply.

- Conditions—

- If Use Saved Filter is selected, the Conditions section displays a read-only version of the conditions associated with the saved filter.

- If Create Filter is selected, the Condition section is enabled.
Conjunction, Source, Attribute, Operand, and Value behave as they do for the existing advanced filter feature. When creating filters, you can use these attributes:

- Any Reconciliation or Transaction attribute, including calculated attributes that are classified as Reconciliation and Transaction attributes

- Period Frequency

Viewing Format History

The History tab logs changes to the format configuration.

To view format history:

1. Select Manage, and then Formats.

2. Double-click a format.

3. Select the History tab.

Deleting Formats

You cannot delete formats that are assigned to Profiles. Remove the format from the profiles, and then delete it. You can delete formats that are assigned to reconciliations. Reconciliations point to a snapshot of the format; not to the format itself.

To delete formats:

1. In Account Reconciliation, click Manage, and then Formats.

2. Select a format, and then click Delete.

3. Click Yes or No to the question, "Are you sure you want to delete the format (NAME)."

Managing Mappings

The Manage Mappings dialog enables you to map Account Reconciliation transaction attributes Data Management Lookup Dimensions. Mappings are specific to an import format, as the data retrieved by Data Management from the source system is based on the import format configuration.

Managing Periods

Periods are associated with reconciliations and determine the as-of date of the reconciliation. Every period has a start date, end date, and close date. Periods also have associated frequencies. When profiles are added to periods, only those with a frequency matching a frequency associated with the period are added to the period as a reconciliation.

If circumstances require changes to reconciliations, or if administrators must import updated balances, administrators can reopen Periods.

Creating Periods

A calendar gets assigned to Periods and to Organizational Units. Each period has a base calendar by default; however, administrators can add calendars to support different start date, open date, close date, and frequency configurations.

To create a Period:

1. In Account Reconciliation Manager, click Manage, and then Periods.

2. Click Actions, and then New.

3. On the Properties Tab, enter:

- Period Name

- Status

- Prior Period
Specify the period that should be used as the prior period.

Note:

After a period is opened, you can't change the prior period.

You can't save periods if the prior period contains a period referenced as a prior period for different period. A period should exist only once as a prior period.

- Calendars
A calendar includes start date, end date, close date, and frequencies. Calendars are assigned to Organizational Units in the Organizational Unit dialog box. See Managing Calendars.

Each period has a base calendar row added to the table by default, and this row has a locked icon appearing in the locked column.

The locked icon indicates that the row cannot be deleted.

The period can't be saved unless the Administrator selects the Calendar start, end, and close dates. The Administrator must select at least one frequency.

Changing a Period's Status

A Period's status changes throughout the reconciliation process:

- Periods are initially set with a status of Pending and prohibit work from proceeding on reconciliations.

- Administrators must change the status to Open, which allows work to begin on reconciliations after the reconciliation start date is reached.
> To open periods:

1. Select Manage, and then Periods.

2. Select a period.

3. Click Actions, then Set Status, and then Open.

- After the period is finished, administrators change the period to Closed, which prohibits new reconciliations from being added to the period. However, work can continue on reconciliations and users can import updated balances.

- After work has concluded, periods may be locked, which prohibits changes to the reconciliations. Users can't add reconciliations to the period, changes can't be made to reconciliations, and balances can't be imported.

Running Auto-Reconciliations

Running auto-reconciliation changes the status from Open with Preparer to Closed.

To run auto-reconciliations:

1. In Account Reconciliation Manager, click Manage, and then Periods.

Note:

Auto-reconciliation also runs automatically as part of the following processes: Data Loads, Copy to Period, Setting period status to Open.

2. Select a period, and then click Auto-Reconcile . A message displays, "A request to auto-reconcile is submitted successfully."

3. To see the auto-reconciliation data load status, click Refresh for a period in the Auto-Reconciliation Running column.

If the request fails, a message "Failed to start the auto-reconciliation. Please check the business events configuration on your system." is displayed. See Reason Codes for Account Reconciliation Auto-reconciliation Failures.

Changing Period History

To view period history:

1. Select Manage, then Periods.

2. Double-click a period.

3. Select the History tab.

Editing Periods

You can edit a period if a calendar row is selected if the period is pending or open.

To edit a Period:

1. In Account Reconciliation Manager, select Manage, and then Periods.

2. Select a Period, and then click Edit.

You can edit the Calendar, Start Date, Open Date, Close Date, and Frequency check boxes. However, you can't edit the Calendar value for the base calendar.

3. Make edits.

Deleting Periods

You can delete a period if a calendar row other than the Base calendar is selected if the period is pending or open.

A validation error message is displayed if you attempt to delete a calendar that is assigned to an organizational unit.

To delete a Period:

1. In Account Reconciliation Manager, select Manage, and then Periods.

2. Select a Period, and then click Delete.

Managing Currency Rates

Currency Rates may be imported using Data Management, imported from a CSV file, or created manually.

Importing Currency Rates

To import currency rates:

1. Select Manage, and then select Currency Rates.

2. Select Actions, and then Import .

- Enter the file name, or click Browse to navigate to a currency rate folder.

- For Import Type, click Replace or Replace All.

3. Click Import.

Creating Currency Rates

To create currency rates:

1. Select Manage, and then select Currency Rates.

2. Click New.

3. Enter:

- Period

- Rate Types

- From Currency

- To Currency

- Rate

Editing Currency Rates

To edit currency rates:

1. Select Manage, and then select Currency Rates.

2. Click Edit.

3. Edit the currency rate and then click OK.

4. Click Close.

Deleting Currency Rates

To delete currency rates:

1. Select Manage, and then select Currency Rates.

2. Select a currency, and then click Delete.

3. Click Close.

Managing Attributes

Attributes are user-defined fields. They are defined centrally by administrators and can be used in these places:

- In Profiles: Administrators and power users can assign attributes to profiles to capture information that is not supported by the standard attributes.

- In Formats: Administrators can assign attributes to formats to appear on reconciliations in one of two places.

- In the reconciliation summary section, to capture reconciliation-level information from the preparer or reviewer (Format Attributes)

- In transactions associated with the reconciliation, including adjustments and balance explanations; values for these attributes are provided by the preparer and are intended to ensure that the reconciliation contains sufficient information to justify the balance (Transaction Attributes).

Defining Attributes

To define an attribute in Account Reconciliation:

1. Select Manage, and then Attributes.

2. Click New.

3. In Name, enter an attribute name.

4. In Type, select an option:

- Date

- Date and Time

- Integer

- List

Enter a list of valid responses to the question.

- Multi-Line Text
The maximum length should be less than 4,000 characters.

Select Multi-Line Text, then enter the Number of Lines, from 3 to 50 lines. Multi-Line Text determines how many lines of text are visible, without scrolling, on the Actions dialog boxes.

For Multi-Line text type: For Multi-Line text type: on the Reconciliation Actions dialog box.

- Number

If you select Number, select number formatting options:

- For Decimal Places, enter a value for the number of decimal places to display.

- Select the Thousands Separator option if you want numbers to display a thousands separator (for example, 1,000.00)

- From the Currency Symbol list, select a currency symbol, for example, Dollars ($).

- From the Negative Number list, select how to display negative numbers, for example, (123).

- From the Scale list, select a scale value for numbers, for example, 1000.

- Text

- True or False

- User

- Yes or No

- Date

- Date and Time

- Integer

- List

Enter a list of valid responses to the question.

- Multi-Line Text
The maximum length should be less than 4,000 characters.

Select Multi-Line Text, then enter the Number of Lines, from 3 to 50 lines. Multi-Line Text determines how many lines of text are visible, without scrolling, on the Actions dialog boxes.

For Multi-Line text type: For Multi-Line text type: on the Reconciliation Actions dialog box.

- Number

If you select Number, select number formatting options:

- For Decimal Places, enter a value for the number of decimal places to display.

- Select the Thousands Separator option if you want numbers to display a thousands separator (for example, 1,000.00)

- From the Currency Symbol list, select a currency symbol, for example, Dollars ($).

- From the Negative Number list, select how to display negative numbers, for example, (123).

- From the Scale list, select a scale value for numbers, for example, 1000.

- Text

- True or False

- User

- Yes or No

- Calculation

Note:
This feature is available only in 11.1.2.4.100 (patch 20307212). For information about new features and updating to release 11.1.2.4.100, see My Oracle Support https://support.oracle.com

Calculated attributes are read-only. Administrators can add attributes to the attributes sections in the Actions dialog boxes, and workflow users can view them in the actions dialog boxes and in transactions. Administrators can restrict access to certain roles by setting access to Do Not Display. For example, for calculated attribute XYZ, an administrator could add Viewer: Do Not Display access to it, so that XYZ would not be displayed to viewers.

Any user role can add calculated attributes as columns in views and portlets. They can also be added as filterable attributes in the Filter Panel.

- When you select Calculation, a Calculation definition section is displayed:

- Calculation Type: The list of values is determined by the attribute type:

- Assign Value to List—Assign a value to a List type attribute

- Assign List To Value—Assign a List Value to the value of a different attribute. Only available for attributes of type List.

- Conditional—A conditional calculation (If – Then – Else)

- Scripted—A free-form scripted calculation. Scripted is available for attributes of type Text, Number, or Integer.

The following table lists the calculation types that each attribute type can use when the Calculation option is chosen:

Table 21-3 Calculation Types that Each Attribute Type Can Use When the Calculation Option is Chosen

Attribute Type

Assign Value to List

Conditional

Scripted

Assign List to Value

Date

Date/Time

Integer

X

X

X

List

X

X

Multi-Line Text

X

X

X

Number

X

X

X

Text

X

X

X

True/False

X

User

Yes/No

X

- When you select Scripted Calculation type, to enter a free-form calculation equation, use the Add Attribute and Add Function:
Add Attribute—Select an attribute and click to insert the attribute into the Calculation Definition box at the location of the cursor. If the cursor is in the middle of a word or attribute, the word/attribute will be replaced in the definition. Any attribute that is added will have brackets {} around the name, according to the scripting format.

- Add Function—Select a function and click to add the function to the Calculation Definition. The Function is added with placeholders for each parameter.
For example:

Insert the TRANSLATE function in the calculation definition:

TRANSLATE(<Value>, <To Currency>) - TRANSLATE(<Value>, <To Currency>)

Then replace the placeholders with attributes:

TRANSLATE({Source System Balance (Entered)}, 'USD') - TRANSLATE({Subsystem Balance (Entered)}, 'USD')

Other scripted function examples:

- Average Prior Function: Averages a numeric amount over the prior X periods.
AVERAGE_PRIOR(<Value>, <Number of Periods>, <To Currency*>, <Rate Type*>, <Rate Period*>

Example: AVERAGE_PRIOR( {Source System Balance (Reporting)}, '2', 'EUR', 'REC')

- Date Difference: Returns the difference in days, hours minutes, or seconds between two dates. For DATE 1 and DATE 2, the values TODAY and NOW can be used, which denote the current date (with no time component) and date-time, respectively.
DATE_DIFF(<Date1>, <Date2>, <Type>)

Example: DATE_DIFF('TODAY', {Preparer End Date}, 'DAYS') or DATE_DIFF({Preparer End Date}, 'NOW', 'HOURS')

- Extract Text: Returns the substring within the value, from the positions specified.
SUBSTRING(<Value>, <Location>, <Length>)

Example: SUBSTRING( {Name} , 5, 10)

- If Then Else: Allows the user to insert a conditional calculation into the scripted calculation. IF_THEN_ELSE calculations can also be nested to support “ELSE IF” type calculations.
IF_THEN_ELSE(<Condition>, <Value1>, <Value2>)

Example:

IF_THEN_ELSE( {Risk Rating} = 'Low', 'Good',
IF_THEN_ELSE( {Risk Rating} = 'Medium', 'Better',
IF_THEN_ELSE({Risk Rating} = 'High', 'Best','Bad')))

- Lowercase: Returns the value in lower case.
LOWERCASE(<Value>)

Example: LOWERCASE( {Description} )

- Maximum: Returns the maximum value from a list of attributes. There can be any number of parameters.
MAX(<Value1>, <Value2>,<ValueN>)

Example: MAX( TRANSLATE( {Source System Balance (Entered)}, 'USD', 'Accounting'), TRANSLATE( {Source System Balance (Functional)}, 'USD', 'Accounting'), TRANSLATE( {Source System Balance (Reporting)}, 'USD', 'Accounting') )

- Maximum Prior: Returns the maximum value over the prior X periods.
MAX_PRIOR (<Value>, <Number of Periods>, <To Currency*>, <Rate Type*>, <Rate Period*>)

Example: MAX_PRIOR( {Source System Balance (Functional)}, '6', 'CAD', 'REC', 'CURRENT')

- Minimum: Returns the minimum value from a list of attributes. There can be any number of parameters.
MIN(<Value1>, <Value2>,<ValueN>)

Example: MIN( TRANSLATE( {Source System Balance (Entered)}, 'CAD', 'REC'), TRANSLATE( {Source System Balance (Functional)}, 'CAD', 'REC'), TRANSLATE( {Source System Balance (Reporting)}, 'CAD', 'REC') )

- Minimum Prior: Returns the minimum value over the prior X periods.
MIN_PRIOR (<Value>, <Number of Periods>, <To Currency*>, <Rate Type*>, <Rate Period*>)

Example: MIN_PRIOR( {Source System Balance (Functional)}, '6', 'EUR', 'Simplified')

- Prior: Returns the value of the specified prior period.
PRIOR(<Value>, <Number of Periods Prior*>, <To Currency*>, <Rate Type*>, <Rate Period*>)

Example: PRIOR( {Source System Balance (Entered)}, '1', 'EUR', 'rec', 'prior')

- Round: Returns the value rounded to the decimal places specified.
ROUND(<Value>, <Decimal Places>)

Example: ROUND( ({Scripted Translate} /7), 4)

- Sum Prior: Returns the sum of a value over the prior X periods.
SUM_PRIOR(<Value>, <Number of Periods>, <To Currency*>, <Rate Type*>, <Rate Period*>)

Example: SUM_PRIOR( {Source System Balance (Reporting)}, '3', 'EUR', 'REC')

- Text Location: Returns the index of the substring within the value, starting at 1 as the first position.
INSTRING(<Value>, <Value To Search>)

Example: INSTRING( UPPERCASE( {Name} ), 'TAX' )

- Translate: Translates a currency attribute to a numeric attribute using a specified rate type.
TRANSLATE(<Value>, <To Currency>, <Rate Type>)

Example: TRANSLATE( {Source System Balance (Entered)}, 'EUR', 'Accounting')

- Uppercase: Returns the value in upper case.
UPPERCASE(<Value>)

Example: UPPERCASE( {Name} )

Importing List Attributes

To import attributes of type List:

1. Create an import file of type List in a TXT file format, with each value on a separate line.

For example:

Blue
Yellow
Red
Green

The import option is always "Replace All".

2. Select Manage, and then select Attributes.

3. Select an attribute of type List, and then click Actions, and then Edit.

4. Click Import .

5. Browse to a TXT import file.

6. Click Import. Import List Values displays the values: Total List Values, Completed, Errored, List Values Created, and List Values Updated.

If Completed Successfully, click OK.

If Completed with Errors, the errors are listed. To export the error list, click Export to Excel .

Duplicating Attributes

To duplicate a custom attribute:

1. Select Manage, and then Attributes.

2. Click Duplicate .

3. Select the duplicate attribute, and then click Edit.

4. Edit Name. You can't edit Type.

Editing Attributes

To edit attributes:

1. In Account Reconciliation Manager, select Manage, and then select Attributes.

2. Select an attribute, and then click Edit.

Deleting Attributes

To delete attributes:

1. Select Manage, and then select Attributes.

2. Select an attribute, and then click Delete.

3. Click Close.

22 Navigating in Account Reconciliation Manager

Related Topics

- Account Reconciliation Manager Views

- Filtering Views in Account Reconciliation Manager

- Viewing Summary Information

- Saving Views

- Reconciliation Status

Account Reconciliation Manager Views

You can use List views or the Dashboard view to present records for on screen viewing and to provide drill-down capabilities to record details.

- Profile List View—For Administrators and Power Users. Lists profiles and provides drilldown to the Profile dialog box.

- Reconciliation List View—Lists Contains reconciliations and enables drill-down to the Reconciliation dialog box.

- Transaction List View—Lists transactions and provides drill-down to the Reconciliation dialog box, with the focus on the Transaction Detail tab.

List views provide these reporting features:

- You can add, remove, and reorder columns.

- You can apply filters to limit the number of records in the list.

- You can print and export list views to Excel for ad-hoc reporting.

Dashboard View

Dashboards enable users to focus attention on key statistics and record sets through configuration of dashboard "portlets". Up to four portlets can be displayed at a time, or one portlet can be maximized for full-screen viewing. Five types of portlets are provided:

- Status Chart
Provides a clear indication of the status of the reconciliation program, identifying number of reconciliations that are Pending, Open with Preparer or Reviewer, or Closed. It also identifies the number of reconciliations that are Late or that contain Warnings.

- Aging Analysis
Displays the number of transactions that fall into various aging buckets. This dashboard is typically used to report the aging of reconciliation adjustments to ensure adjustments are being cleared within a timely fashion. The dashboard may also be used to age the composition of certain account balances, an effective technique to ensure accounts like prepaids and accruals contain valid balances.

- Reconciliation List
Displays lists of reconciliations; the objective of this portlet is to allow users to apply filters to focus attention on subsets of reconciliations, such as high risk reconciliations, or reconciliations with warnings.

- Transaction List
Monitors transactions across reconciliations. Through the application of filters, the Transaction List can be used to monitor reconciliation adjustments and facilitate verification that correction entries were booked.

- My Worklist
Contains the list of reconciliations assigned to the user as preparer or reviewer; the objective of this portlet is to facilitate workflow by reminding the user of the work assigned.

Public Dashboard View

The portlet configuration the Administrator establishes on the Public Dashboard View becomes the default Dashboard configuration for new (not existing) users when they open their dashboards.

Selecting Views

You can select to view the two Dashboards, or one of the three List Views (Profiles, Reconciliations, or Transactions).

To select a view, perform an action:

- Select View, and then select a view.

- From the toolbar, click a button for the view:

- Dashboard

- Profile List

- Reconciliation List

- Transaction List

Available View Actions

In the Dashboard, Profile List, Reconciliation List, and Transaction List, your can perform these actions:

- Left-click: Highlights the record. The Information Panel at the bottom of the screen then updates to display the profile, reconciliation, or transaction information.

- Right-click: Displays a context-sensitive menu that enables you to perform certain actions. Menu contents vary depending on the status and security role.

- Change View: Click a toolbar button to change view type.

- Actions: This drop down menu enables you to perform certain actions. The menu contents vary depending on the reconciliations and your security role:

- Profile List: New, Edit, Delete, Export, Import, Save as Default, Restore to Default, Copy, Paste

- Reconciliation List: Open Period, Refresh, Print, Export to Microsoft Office Excel, Save as Default, Restore to Default, Apply Filter, Remove Saved Filter

- Transaction List: Open Period, Refresh, Edit, View, Export, Save as Default, Restore to Default

- Status Chart: Open Period, Refresh, Print, Export to a Graph, Late status, or Warnings, Save as Default, Restore to Default, Apply Filter, Remove Save Filter

- Aging Analysis: Open Period, Refresh, Print, Export to a PNG file, Save as Default, Restore to Default, Apply Filter, Remove Saved Filter

Note:

Save as Default is visible only to Administrators. Clicking this menu option causes run time filter selections and column settings (which columns are displayed and the order in which they are displayed) to be used as the default settings for new portlets of the same type that are created by any user in the future.

Restore to Default restores the view to the original settings.

- View: This drop-down list box enables you to show and hide parts of the view.

- Columns: The column arrows enable you to sort columns by ascending or descending order. Change the column widths by dragging the right side of each column.

- Period: The Profile List, Reconciliation List, and Transaction List Views drop-down list box enables you to select the Open Period for the view you select. The Profile List view displays only if a Balance attribute is displayed.

Displaying Columns in Account Reconciliation Manager Views

From the Profile and Reconciliation List views you can specify which columns to display in the view. You can also reorder columns, or sort columns by ascending or descending order.

Selecting Columns

You can specify which columns or attributes to display in a view.

To select columns for a view:

1. On a Profile List, Reconciliation List or Transaction List, click Columns.

2. On the Attribute Selection dialog, select the columns to display.

3. Click Close.

Reordering Columns

In List views you can reorder columns.

To reorder columns:

1. Select View, then select a view, or click the View button on the toolbar.

2. Do one:

- Select a column and drag it to a new location

- Click Columns to open the Attribute Selection dialog box. In the Selected box select a column attribute and click the up and down arrows to move the columns.

3. Click OK.

Changing Column Widths

To change column width:

1. Hover over the right side of the column until the icon changes to a double bar indicating that the column width can be adjusted.

2. Drag the right side of the column to resize it.

Sorting Columns

In the List views, you can sort columns by ascending or descending order.

To sort columns:

1. Select View, then select a view, or click the View toolbar button.

2. Hover over a column header until the Sort icons display, then click Sort Ascending or Sort Descending .

Filtering Views in Account Reconciliation Manager

Filters allow users to control what records they see in list views, dashboards, and report binders. You can apply filters against profiles, reconciliations, or reconciliation transaction attributes, including system and custom attributes. All users can save private filters for future use. Administrators and power users can also save a private filter and Publish it for viewing by any user. The Publish feature duplicates the filter so that there is a private and public version. A check mark displays in the Public column in Manage Filters.

The filter panel provides two modes for building filters:

- Basic—The basic filter mode exposes access to all filterable attributes and allows the user to provide values for the attributes they wish to filter on and the operand to use for filtering. Typical operands include: equal to, not equal to, starts with, ends with, contains, greater than, less than, etc. The list of operands available depends on the data type of the attribute. For example, operands for filtering text values are different than the operands for filtering numeric values. Filters configured in basic mode are combined together using "and" logic, which means only those records that meet all filter criteria are displayed.

- Advanced—The advanced filter mode enables configuration of more complex filters using "and" and "or" logic and grouping logic to determine the order in which filters are applied. Like the basic filter mode, the advanced filter exposes access to all filter attributes.

Creating Filters

To create filters:

1. In Account Reconciliation Manager, navigate to one of the following:

- On the menu, select Manage, and then Filters.

- On the Profile List, Reconciliation List or Transaction List views, on the Filter panel, click Manage Filters .

2. Click New.

3. Enter:

- Name

- Description

- Type—Select one account type:

- Profile

- Reconciliation

- Transaction

- Filter Definition
A group of conditions that limit the list of account profiles or reconciliations

- Condition
You can define the properties of a condition or group:

- Conjunction
Select And or Or. These state how this condition or group relate to prior sibling conditions or groups. This field is enabled only if the selected node is not the first child of its parent node.

- Attribute Source
Appears only for Filters of type Reconciliation. Select Profile, Balance, or Transaction. The selection of the Attribute Source affects the list of attributes presented in the Attribute drop-down list. By default, Profile is selected.

- Attribute—A list of all available attributes for the filter. By default, Name is the attribute selected.

- Operand—States what kind of evaluation to perform against the attribute.

- Value—Specifies what values to compare the attribute against. The type of attribute determines what input field is available.

4. Click OK.

Editing Filters

To edit filters:

1. In Account Reconciliation Manager, navigate to one of the following:

- On the menu, select Manage, and then Filters.

- On the Profile List, Reconciliation List or Transaction List views, on the filter panel, click Manage Filters .

2. Select a filter.

3. Click Edit.

4. Edit the filter.

5. To reset a filter to the original definition, from the Filter panel, click Reset .

6. To save:

- From the Edit Filter dialog box, click OK.

- From the Filter panel click Save.

Duplicating Filters

To duplicate filters:

1. In Account Reconciliation Manager, navigate to one of the following:

- On the menu, select Manage, and then Filters.

- On the Profile List, Reconciliation List or Transaction List views, on the filter panel, click Manage Filters .

2. Select a filter, then click Duplicate.

3. Select the duplicated filter, then select Actions, and then Edit.

4. Make your changes and then click OK.

Deleting Filters

To delete filters:

1. In Account Reconciliation Manager, navigate to one of the following:

- On the menu, select Manage, and then Filters.

- On the Profile List, Reconciliation List or Transaction List views, on the filter panel, click Manage Filters .

2. Select a filter.

3. Click Delete and then click Yes to the question, "Are you sure you want to delete (name of filter)."

4. Click Close.

Viewing Summary Information

When you select a view in the Profile, Reconciliation, and Transaction List views, you can view information from the panel at the bottom of the view pane:

- Profile List—Displays the properties, workflow, and instruction details

- Reconciliation List—Displays properties, workflow, and transactions

- Transaction List—Displays the properties, descriptions, and comments

To view summary information, from a Profile, Reconciliation, or Transaction List view, select a line item.

- To expand and collapse the panes, click on the black triangles on either side of the pane bars.

- To resize the panes, hover over the pane, click to grasp a side, and then drag it.

Saving Views

As of Release 11.1.2.4.200, you can save views in all three Financial Close Management modules. The views or dashboards that support saved views are:

- Close Manager - Task list view, Gantt view, or Calendar view

- Task and Gantt views save the filter, the column selection, and sort order.

- Calendar view saves the filter and the mode (Month, Week, or Day).

- Supplemental Data Manager - Dataset dashboard and Workflow dashboard

- Account Reconciliation Manager - Profile list view, Reconciliation list view, or Transaction list view

To save a view:

1. Adjust the view to see the data you would like by adjusting filters, columns or sorting.

2. Click Save View at the top of the dialog. For example,

3. In the Save View dialog, enter a Name and optionally a description and click OK.

To see all the saved views, click Manage Views. An administrator or power user can also select Publish at the top of the dialog to make that private version available to other users. The saved view is duplicated and there is now a private and public version. The public version will show a check mark in the Public column.

Another feature in Manage Views is Set Default. For a published saved view, an administrator or power user can set that view as the default so that saved view will not only be available to all users of that view type (i.e. Task List, Gantt, Calendar), but it will also be selected by default when a user opens that view type.

Reconciliation Status

Table 22-1 Reconciliation Statuses

Status

Icon

Description

Pending

Reconciliations are initially set with a status of "Pending" and prohibit work from proceeding on reconciliations. After the period is opened and the reconciliation start date is reached, the reconciliation status changes to "Open", which allows work to begin.

Open

Reconciliation is with a preparer or reviewer.

Late

Reconciliation is late.

Warnings

Reconciliation has warnings.

Closed

Reconciliation is closed.

23 Managing Profiles

Profiles contain the configuration settings that determine reconciliation behavior. Profiles are copied to periods, which creates reconciliations. Reconciliations contain snapshots of the profiles at that point in time.

Administrators and authorized power users can update profiles and reconciliations to change user assignments and attributes used for reporting. Attributes that affect the type of reconciliation being performed (including formats and currency bucket configuration) cannot be changed on reconciliations. If changes must occur, the reconciliation must be deleted, and the changes must be applied to the profile directly. Then, the profile can be copied again to the period. A new reconciliation is created, which is a snapshot of the new profile configuration.

Profiles are associated with source system and subsystem balances through mapping rules established in Data Management.

The copy-to-period function can occur in the Manage Periods dialog box and in the Profile List View.

Creating Profiles

To create profiles:

1. Select Profiles.

2. Select Actions, and then New.

3. On the Properties tab, enter:

- Account ID—The combination of segment values must be unique across profiles. The number of segments available is defined in system settings.

- Profile Name—A second way to identify the profile. Names need not be unique. As a best practice, Oracle suggests using the name associated with the natural account segment and some other descriptor that identifies ownership of or responsibility for the profile.

- Description

- Active—Selected by default for profiles manually entered or imported. Clear this check box if you do not want this profile copied to a period.

- Summary Profile—If selected, then the Profile is a Summary Profile. The Auto-Reconciliation configuration section is removed, and you can't edit balances.
Included Accounts—This section enables administrators and power users to assign profiles to summary profiles. Nonsummary (non-summary) and summary profiles can be selected for addition to a summary profile. See Adding Accounts.

- Organizational Unit — Represents a hierarchical entity-type structure that you can use to model your organization. Define a separate organizational unit for each entity for which separate reporting is required, or for entities that require different configurations for any of the following: holidays, work days, or viewer or commentator assignments. Organizational Units are defined in system settings.

- Format—Associates the profile with a format created by an administrator, determining the method of reconciliation and the information that the preparer must provide.

- Method—The reconciliation method associated with the format assigned to the profile.

- Process—Associates the profile with a specific reconciliation process; for example: the balance sheet reconciliation process or the local GAAP reconciliation process. Processes are defined in system settings.

- Risk Rating—Associates the profile with a risk rating. Risk ratings are defined in system settings; for example, High, Low, or Medium.

- Account Type—Associates the profile with an account type. Risk Rating and Account Type are attributes that facilitate reporting – the values are defined by administrators and can be used on dashboards and list views to filter reconciliations.

- Normal Balance—Identifies whether the profile is expected to contain a debit balance, a credit balance, or a debit or a credit balance. If the balance is different from the normal balance, then a warning is set on the reconciliation.

- In Auto-Reconciliation Methods, select a method that describes the conditions that must be true for reconciliations configured with the auto-reconciliation method to qualify for auto-reconciliation. If any conditions are false, then auto-reconciliation fails, and the reconciliation status is set to Open so that the Preparer can manually prepare the reconciliation:

- For Account Analysis:

- Balance is zero required conditions:

- If an account analysis format is assigned to the profile, then the profile can be enabled for the “Account has a 0 Balance” auto-reconciliation method.

- If the balance associated with the reconciliation for a given period is 0, then the reconciliation is prepared and reviewed automatically for that period.

- If the balance is not 0, then the reconciliation must be manually prepared and reviewed.

When Auto-Reconciliation succeeds, the reconciliation status is set to Closed.

- Balance is zero and no activity required conditions:

- The Source System Balance is zero.

- Source System Balance is the same as the Prior Reconciliation Source System Balance.

Note:

This last condition also means that a previous reconciliation source system balance must exist.

When Auto-Reconciliation succeeds, the reconciliation status is set to Closed.

- No activity required conditions:

- If a previous reconciliation exists, the following conditions must be met:

- The prior reconciliation status must be Complete.

- The prior reconciliation Source System balance must be the same as the current reconciliation Source System balance.

- The prior reconciliation format must be the same as the current reconciliation format
Specifically:

a. The Format ID used to create both the current and prior format instances must be the same.

b. The current format instance must not contain mandatory attributes that do not exist in the prior format instance.

- If a previous reconciliation does not exist, then the prior reconciliation Source System balance is presumed to be zero:

- If the current period’s Source System Balance is also zero, then the reconciliation will be auto-reconciled.

- If the current period’s Source System balance is not zero, then the reconciliation will not auto reconcile.

When Auto-Reconciliation succeeds:

- The reconciliation status is set to Closed

- Explained Balance and Source System Adjustment transactions are copied from the prior reconciliation to the current reconciliation:

- File Attachments and Comments associated with the transaction are copied

- Age is recalculated by subtracting the Open Date from the new period end date (the period the transaction is being copied into)

- The Aging Violation for that transaction is set if the age is greater than the Authorized age

- The Aging Violation flag for the Reconciliation is set if one or more transactions of each type have an aging violation

- Comments and Attachments that exist at the Reconciliation level are copied

- Balance is within range required conditions:

- A prior reconciliation must exist and the status of this reconciliation must be Complete.

- The prior reconciliation format must be the same as the current reconciliation format. Specifically, the format ID used to create both the current and prior format instances must be the same, and the current format instance must not contain mandatory attributes that do not exist in the prior format instance.

- The Source System Balance is more than or equal to the Balance Range (Low).

- The Source System Balance is less than or equal to the Balance Range (High).

When Auto-Reconciliation succeeds:

- The reconciliation status is set to Closed

- Explained Balance and Source System Adjustment transactions are copied from the prior reconciliation to the current reconciliation:

- File Attachments and Comments associated with the transaction are copied

- Age is recalculated by subtracting the Open Date from the new period end date (the period the transaction is being copied into)

- The Aging Violation for that transaction is set if the age is greater than the Authorized age

- The Aging Violation flag for the Reconciliation is set if one or more transactions of each type have an aging violation

- Comments and Attachments that exist at the Reconciliation level are copied

- Balance is within range and no activity required conditions:

- A prior reconciliation must exist and the status of this reconciliation must be Complete.

- The prior reconciliation format must be the same as the current reconciliation format. Specifically, the format ID used to create both the current and prior format instances must be the same, and the current format instance must not contain mandatory attributes that do not exist in the prior format instance.

- Source System Balance is greater than or equal to the Balance Range (Low).

- The Source System Balance is less than or equal to Balance Range (High).

- Source System Balance – Prior Reconciliation Source System Balance = 0; The range can be a negative number.

Note:

This last condition also means that a prior reconciliation source system balance must exist.

When Auto-Reconciliation succeeds:

- The reconciliation status is set to Closed

- Explained Balance and Source System Adjustment transactions are copied from the prior reconciliation to the current reconciliation:

- File Attachments and Comments associated with the transaction are copied

- Age is recalculated by subtracting the Open Date from the new period end date (the period the transaction is being copied into)

- The Aging Violation for that transaction is set if the age is greater than the Authorized age

- The Aging Violation flag for the Reconciliation is set if one or more transactions of each type have an aging violation

- Comments and Attachments that exist at the Reconciliation level are copied

- For Balance Comparison:

- Balance is zero required conditions:

- If a balance comparison format is assigned to the profile, then the profile can be enabled for the “Account has a 0 Balance” auto-reconciliation method.

- If the balance associated with the reconciliation for a given period is 0, then the reconciliation is prepared and reviewed automatically for that period.

- If the balance is not 0, then the reconciliation must be manually prepared and reviewed.

When Auto-Reconciliation succeeds, the reconciliation status is set to Closed.

- Balance is zero and no activity required conditions:

- The Source System Balance is zero.

- Source System Balance is the same as the Prior Reconciliation Source System Balance.

Note:

This last condition also means that a previous reconciliation source system balance must exist.

When Auto-Reconciliation succeeds, the reconciliation status is set to Closed.

- No activity required conditions:

- If a previous reconciliation exists, the following conditions must be met:

- The prior reconciliation status must be Complete.

- The prior reconciliation Source System balance must be the same as the current reconciliation Source System balance.

- The prior reconciliation format must be the same as the current reconciliation format
Specifically:

a. The Format ID used to create both the current and prior format instances must be the same.

b. The current format instance must not contain mandatory attributes that do not exist in the prior format instance.

- If a previous reconciliation does not exist, then the prior reconciliation Source System balance is presumed to be zero:

- If the current period’s Source System Balance is also zero, then the reconciliation will be auto-reconciled.

- If the current period’s Source System balance is not zero, then the reconciliation will not auto reconcile.

When Auto-Reconciliation succeeds:

- The reconciliation status is set to Closed

- Explained Balance and Source System Adjustment transactions are copied from the prior reconciliation to the current reconciliation:

- File Attachments and Comments associated with the transaction are copied

- Age is recalculated by subtracting the Open Date from the new period end date (the period the transaction is being copied into)

- The Aging Violation for that transaction is set if the age is greater than the Authorized age

- The Aging Violation flag for the Reconciliation is set if one or more transactions of each type have an aging violation

- Comments and Attachments that exist at the Reconciliation level are copied

- Balance match (% Tolerance): If a balance comparison format is assigned to the profile, then the profile can be enabled for the Balance Comparison where the Balances Match (% Tolerance) auto-reconciliation method.
If this method is enabled, then a threshold value can be applied. The threshold percentage is multiplied against the source system balance to calculate a threshold value.

- If the difference between the source system balance and the subsystem balance is less than the threshold value in a period, then the reconciliation is prepared and reviewed automatically for that period.

- If the difference is greater than the threshold value, then the reconciliation must be manually prepared and reviewed.

Enter the Match Balance Threshold (Percent) as a whole number between 1 and 100.

When Auto-Reconciliation succeeds, the reconciliation status is set to Closed.

- Balances match (# tolerance): The difference between the Source System Balance and the Subsystem Balance is less than or equal to a tolerance value; the tolerance value is specified on the profile. Enter the Match Balance Threshold (Number) tolerance amount.
When Auto-Reconciliation succeeds, the reconciliation status is set to Closed.

- Maximum Age Limits—Enter the number of Day(s) for the maximum age of reconciliation transactions:

- Reconciliation Adjustments (applies to Account Analysis and Balance Comparison methods)

- Balance Explanations (applies to Account Analysis method)

Note:

Aging Violation: If a value is provided and the reconciliation contains transactions where the age of the items (calculated as Period End Date minus Transaction Open Date) is greater than the value provided, then the transactions are flagged as aging violations, and an aging violation warning is set on the reconciliation.

- Manually Enter Balances—Determine whether the source system or subsystem balances can be entered manually by the preparer on the reconciliation. Check these boxes only if balances are not being imported for the profile. Select one or both:

- Enter source system balances manually (applies to both reconciliation methods)

- Enter subsystem balances manually (applies to Balance Comparison method)

Creating Profile Instructions

The Instructions tab inherits instructions configured on the format assigned to the profile, eliminating the need to provide instructions for each profile. Some profiles, however, do require extra instruction. Add the instructions as paragraphs of text, attached files, URLs, or links to files in document repositories.

Other Profile tabs:

Profile Workflow Assignments

The Workflow tab contains the preparer and reviewer assignments. Only users authorized for preparer and reviewer roles can be assigned these functions on a profile. Account Reconciliation prevents the same user from being assigned preparer and reviewer roles on the same profile, or the same user being assigned multiple reviewer roles.

- Enter this information for the preparer:

- User Name—The user names available for selection as preparer are only those users authorized with the preparer role. To select to assign a Preparer to a named user, team, or Shared Services Group click

- Backup User—If you assigned a user for the primary preparer, you can assign a backup user authorized as a preparer:

Note:

A backup preparer can prepare the reconciliation only when the primary's status is "unavailable." To set a status to unavailable, see Changing a User's Preferences.

1. Click Select a Backup User

2. Enter the First Name and Last Name, or click Search to select a backup user.

- Frequency—If a profile contains a frequency that matches a frequency associated with a period, then the reconciliation is copied to the period when the administrator uses the Copy to Period function. Frequency examples: Annually, Quarterly, Quartery-US, Quarterly-Europe, and Monthly.

- Start Day Offset—Determines the start date of the reconciliation. This negative or positive number determines the number of days before (if negative) or after (if positive) the period close date the reconciliation is authorized to begin.

- Schedule From—Determines what day (for example, the close day or end day) the Start Day Offset relates to.

- Duration—Added to the start date to calculate the preparer due date.

- When assigning reviewers, start with the reviewer with the highest frequency. Enter reviewer information:

- Level—Account Reconciliation supports unlimited levels of review.

- User Name—The user names available for selection as reviewers are only those users authorized with the reviewer role.
To assign a backup reviewer, team, or Shared Services Group:

1. Click Select a Reviewer

2. If you selected a user for the primary reviewer, you can select a backup reviewer. In the Backup User column, click Select a Backup User and select a backup user.

- Reviewer Frequency—Determines frequency of reconciliation review. Reconciliations can be prepared monthly and reviewed quarterly.

- Reviewer Duration—The reviewer due date. The due date is calculated as preparer start date, plus the preparer duration, plus the reviewer duration. There is no start day offset for reviewers, because the reviewer start date is determined by when the preparer releases the reconciliation for review. As soon as this occurs, the reviewer may begin review.

Specifying Profile Currencies

If Account Reconciliation is configured using one currency configuration, then the currency tab is hidden. Summary reconciliations are always prepared in a single currency. Changes are required to the Currency tab to enable configuration for a single currency bucket. For summary reconciliations, select the Rate Type, and them select the single currency bucket. The functional currency bucket is the default.

Determines the number of currency buckets enabled for the reconciliation and the behavior of foreign exchange translation. Enter this information:

- Historical Rate—Select for profiles that contain accounts not subject to revaluation in the source system:

- If Historical Rate is selected, the preparer must specify the value in all currency buckets enabled on the reconciliation when entering transactions into the reconciliation (for example, balance explanations or adjustments).

- If Historical Rate is cleared, the preparer must enter a value into the lowest -level currency bucket (for example, the entered currency bucket), and Account Reconciliation calculates the equivalent value in the other currency buckets using exchange rates maintained in Account Reconciliation.

- Rate Type
The rate type selection applies only if the historical rate is cleared. When Foreign Currency Rates (FX rates) are loaded into Account Reconciliation, they are associated with a rate type. The rate type setting on the profile determines which series of FX rates are used to perform currency conversion calculations for transactions of reconciliations pertaining to the profile.

- For each bucket label (for example, Entered, Functional, or Reporting), enable it and select the default currency.

- The currency bucket table determines which currency buckets are enabled for the profile. Currency buckets are configured in system settings, and only those buckets enabled at a system level can be enabled for individual profiles. If a currency bucket is enabled, then you can assign a default currency to the profile, by accepting the system-level default for that bucket or by assigning a profile-specific default value.

Specifying Profile Access

The Access tab determines which users are authorized as commentators or viewers of reconciliations related to the profile. Commentators can view the reconciliations and add comments to the reconciliation or to transactions of the reconciliation. Viewers have read-only access.

To select a user, group, or team as Commentators or Viewers:

1. Click Add.

2. In Select Viewers or Select Commentators, click Search Users .

3. Select Users, Groups, or Teams, and then enter the name or click Search.

4. Under Search Results, select the Commentator or Viewer Users, Groups, or Teams, and add them to the Available column.

Specifying Profile Attributes

The Attributes tab enables administrators to assign attributes to profiles and provide values for the attributes. Attributes are displayed in Reconciliation, on the Summary tab, under "Other Attributes".

The Locked column shows that the attribute is inherited from the Format.

Attributes are created in: Defining Attributes.

>To add an attribute, select Actions, and then Add. Enter:

- Attribute
Select an attribute from the list of defined attributes. See Defining Attributes.

- Type
This noneditable field is populated by the Attribute.

- Value
Select a value associated with the type of attribute; for example: a numeric value for Formatted Number attribute, a List for List attribute, multiple lines of displayed text without scrolling for Multi-Line Text, a name of a person, User, or Yes or No for the Yes/No attribute.

- Access
All roles have view access unless otherwise specified in the table below.

To add an access, for each of the Text Box and Attachments tabs:

1. Click Add.

2. Select a role.

3. Select one of the Role access types:

- Text Box:

- Do Not Display—Does not see this attribute on the Reconciliation List or in any of the dashboards, list views, or reports.

- Allow Edits—Has the ability to add, change, and remove values for the attribute, but subject to the editability rules.

- Required—Requires a value for the attribute. The Required option is available for Preparers and Reviewers. Until a value is provided, Preparers are prevented from submitting, and Approvers are prevented from approving.

- The Multi-Line Text Box has 2 access tabs:

- Text Box tab:

- Do Not Display—Does not see this attribute on the Reconciliation List or in any of the dashboards, list views, or reports.

- Allow Edits— Has the ability to add, change, and remove values for the attribute, but subject to the editability rules.

- Required—Requires a value for the attribute. The Required option is available for Preparers and Reviewers. Until a value is provided, Preparers are prevented from submitting, and Approvers are prevented from approving.

- Attachments tab:

- Do Not Display—Does not see this attribute on the Reconciliation or in any of the dashboards, list views, or reports.

- Add & Remove—Has the ability to add files and remove files that they themselves added, but subject to the editability rules.

- Required—Requires the Preparer or Reviewer to attach at least one file. The Required option is only available for Preparers and Reviewers. Until a file is attached, Preparers are prevented from submitting, and Approvers are prevented from approving.

- Add & Remove All—Can add their own files, remove their own files, and also remove files added by other roles.

4. Click OK.

Working With Profile Rules

Profile Rules affect the behavior of reconciliations. These rules enable users to assign rules directly to Profiles/Reconciliations. These rules apply to the reconciliations for which the rules were configured.

Rules only evaluate transaction conditions if the accompanying reconciliations already exist.

Rules assigned to the profile's format appears in read-only format.

- Auto Approve Reconciliation—Automatically completes specified approvals only if specified conditions have been met.
Examples of conditions that could apply to this rule include:

- If the balance is outside a specified range

- If the balance fluctuates more than a specified amount or percentage from some prior period

- If the prior reconciliation has transactions or other conditions meeting specified criteria

- If attributes have specified values (including calculated attributes)

When conditions have been satisfied, the rule causes the specified reviewer levels to be marked as complete, thus progressing workflow to the next review level, or to Closed if no additional review levels exist.

This rule runs when the reconciliation status changes to Open with Reviewer.

Rerun of this rule is allowed.

- Auto Submit Reconciliation—Automatically submits a reconciliation if specified conditions are met.
Examples of conditions that could apply to this rule:

- The balance is outside a specified range.

- The balance fluctuates more than a specified amount or percentage from some prior period.

- The prior reconciliation has transactions or other conditions meeting specified criteria.

- Attributes have specified values (including calculated attributes)

When conditions are satisfied, the specified reviewer levels are marked complete, and workflow progresses to the next review level, or the workflow is closed if no additional review levels exist.

Note:

This rule is not the same as the existing auto-reconciliation functions, which always advance the workflow status to Closed. The Auto Submit rule is an optional way for users to automate preparation while still invoking a manual review.

This rule runs when the reconciliation status changes from Pending to Open with Preparer

Rerun of this rule is allowed.

- Prevent Reconciliation Approval—This rule prevents approval of a reconciliation based on attribute values, or other characteristics. This rule runs when the Approver clicks Approve.

- Prevent Reconciliation Submission—This rule prevents submission of a reconciliation based on attribute values, or other characteristics. This rule runs when the Preparer clicks Submit.

- Require Reconciliation Attachment—This rule prevents submission of a reconciliation if an attachment was not added to the main attachments section of the reconciliation; conditions may be established based on attribute values, or other characteristics that specify when the attachment is required. This rule runs when the Preparer clicks Submit.

- Prevent Rejection—This rule prevents rejection by a reviewer under certain conditions. This rules runs when a Reviewer click Reject.

- Send Email on Update—This rule sends emails when a reconciliation is saved based on certain conditions being met. This rule runs when a preparer clicks Save.

Note:
This rule is designed to be run when a user takes an action on a reconciliation such as setting attributes, not for actions on the reconciliation that happen outside the Actions dialog such as resetting dates.

Columns:

Locked

Displays Locked if the Rule was inherited from the Format

Order

The successful execution of a rule may prevent a later rule from never being invoked. For example, if a customer assigns an auto reconciliation rule to a reconciliation, and the auto reconciliation succeeds, then a rule tied to the Submit function would never be invoked. See Order of Precedence Rules for Account Reconciliation

Set Attribute Value

Sets an attribute value to a specified value, before a profile is copied to the period, established on the rule definition. This rule enables rules to be configured for standard attributes.

Example: Set the Preparer Duration based on the period frequency. The rule configuration supports when to set the value: Before profile is copied to the period.

To work with profiles rules:

1. Message (on sum rules):

- Message to Preparer–Define an optional message to preparer on the prevent reconciliation submission rule and require reconciliation attachment rules.

- Message to Reviewer—Define an optional message to preparer on the prevent reconciliation approval rule.

2. On Profiles, double-click a profile.

3. To create, edit, duplicate, delete, or reorder a rule, on the Rules tab, click the appropriate button and, if necessary, update:

- Rule—Select a rule.

- Description—Optional. Explain why you configured the rule and how the rule should be used.

- Message(on sum rules):

- Message to Preparer—Define an optional message to preparer on the prevent reconciliation submission rule and require reconciliation attachment rules.

- Message to Reviewer—Define an optional message to preparer on the prevent reconciliation approval rule.

- Reviewer Level—Select "All Levels" to apply the rule to all reviewer levels or select specific reviewer levels individually. At least one reviewer level must be selected.

- Select Create Filter and populate the conditions section or select Use Saved Filter, and then select a filter. The filter selected and configured for the rule determines the conditions that trigger the rule to apply.

- Conditions—

- If Use Saved Filter is selected, the Conditions section displays a read-only version of the conditions associated with the saved filter.

- If Create Filter is selected, the Condition section is enabled.
Conjunction, Source, Attribute, Operand, and Value behave as they do for the existing advanced filter feature. When creating filters, you can use these attributes:

- Any Reconciliation or Transaction attribute, including calculated attributes that are classified as Reconciliation and Transaction attributes

- Period Frequency

Profile History

Review the History tab, which logs changes to the Profile, including changes in workflow assignments, changes in format configuration, risk rating, and profile attributes.

Adding Accounts

The Add Accounts dialog enables assignment of accounts to a summary profile.

To assign accounts to summary profiles:

1. From Quick Links, select Profiles.

2. Either create a new profile and then select Summary Profile, or select a summary profile, then Actions, and then Edit.

3. From the Available Accounts, select and add the accounts to the Selected Accounts.

4. Save as one of the following:

- Save as Filter—Evaluates the filter at the time the summary profile is copied to the period and at that point the list of accounts is saved and stored.

- Save as List—You select accounts: under Available Accounts, select the accounts for the summary profile, and then add them to under the Selected Accounts.

5. When finished, click Save and Close.

Editing Profiles

To edit profiles:

1. From Quick Links, select Profiles.

2. Select a profile, then Actions, and then Edit. See Creating Profiles

Deleting Profiles

To delete profiles:

1. From Quick Links, select Profiles.

2. Select a profile, then Actions, and then Delete.

Using Excel CSV Files for Profiles

Administrators and Power Users can configure profiles in Excel and then import them into Account Reconciliation:

1. Export a profile list to create an import template that creates a spreadsheet with the column headings.

2. Copy and paste the profile information into it.

3. Import the file.

Exporting Profiles

To export profiles:

1. Select Profiles.

2. Select profiles, then select Actions, and then Export.

Optional: Filter the Profile List to include only the profiles that you want to export.

3. In Export Profiles, select:

- Rows
Select one:

- All profiles to export all profiles that meet the current filter criteria

- Selected profiles to export the selected profiles

- Format
Select one:

- Formatted data (visible columns only) to export to an Excel-compatible format

- Unformatted data for future import to export to CSV format for future import

- Summary reconciliation children for future import to export summary information for future import

4. Click Export.

5. Click Open or Save to save the file to your hard drive.

6. In Export Profiles, click Close.

Importing Profiles

To import profiles:

1. Select Profiles.

2. Select Actions, and then Import.

3. In Import Profiles, enter:

a. File

Enter or click Browse to locate the import file.

b. Import Type

Select one:

- Replace—Replaces the definition of a profile with the definition in the import file. This option replaces the profile detail with the detail that is in the file that you are importing.

- Update—Updates partial information for profiles. Account Segment values are required. For example, in the import file, you changed profile instructions or reassigned reviewers. You also made the same change to a large number of profiles; for example, adding a new attribute to 100 of 400 profiles. This option is not a full replacement of the profile details; only details for the attributes specified in the file are updated. For example, if the import file has only a column for a profiles instructions, then the preparer, reviewers, and other attributes are not affected.

c. Date Format

Select a Date Format from the drop down list of allowed date formats. Date formats are not translated. By default, the date format is set to the locale date format of the exported file location.

For example:

- MM/dd/yyyy

- dd/MM/yyyy

- dd-MMM-yy

- MMM d, yyyy

d. Click Import. An import summary status is displayed:

- If the import is successful, Import Success displays the number of profiles imported.

- If the import generates errors, the profiles with errors are not imported, and Import Errors identifies errors.

4. Click OK to save the profiles that were imported successfully and discard those that contained errors.

Duplicating Profiles

You can duplicate profiles.

To copy profiles:

1. Select Profiles.

2. Select a profile.

3. Select Actions, and then Copy.

4. In Copy Profile, click Save and Close or Cancel.

To paste profiles:

1. From Quick Links, select Profiles.

2. Select a profile, then select Actions, and then Paste.

Using the Profile Actions Panel

Use the Actions panel to perform batch updates of profile attributes and workflow. You can update all profiles or a filtered subset of profiles.

For example, 500 profiles have John assigned as the preparer. Departmental responsibilities have changed, so you need to assign Mary as the preparer for those accounts. Filter the profile list to include only profiles for which John is the preparer, and then use the Actions panel to set Mary as the Preparer.

Performing Batch Updates

To perform batch updates:

1. Select Profiles.

2. Select a filter, or set filters to define the profiles to update.

3. Open the Actions panel .

4. Optional: To update a subset of the displayed profiles, multiselect the profiles in the Profile list.

5. To update profile attributes, in the Actions panel, in the Set Attribute section:

a. Select an attribute from the list provided.

b. In Value, enter the new value for the attribute, or, if a list is available, select the value from a list.

c. Click Set.

d. At the confirmation prompt, select whether to update all profiles that meet the current filter criteria or only the selected profiles, and then click Yes.

e. At the success message, click OK.

6. To add or update workflow information:

a. In Add/Set User, in Field, select the type of user to add or update; for example, Preparer, Reviewer, Commentator, or Viewer.

b. Specify the information to add or update.

c. Click Apply.

d. At the confirmation prompt, select whether to update all profiles that meet the current filter criteria or only the selected profiles, and then click Yes.

e. At the success prompt, click OK.

7. To remove users from the workflow:

a. In Remove/Clear User, in Field, select the type of user to remove; for example, Preparer, Viewer, Commentator, or Viewer.

b. In Value, select the user to remove.

c. Click Remove.

d. At the confirmation prompt, select whether to remove the user from all profiles that meet the current filter criteria or only the selected profiles, and then click Yes.

e. At the success prompt, click OK.

8. To copy profiles to a period:

a. In Copy to Period, select a period.

b. Click Apply.

c. Select the profiles to copy to the period:

- Selected Profiles (x), where x is the number of profiles selected

- All Profiles (x), where x is the total number of profiles

d. Click Apply.

This function is also accessible from Manage Periods.

Copying Profiles to Period

Note:

You can also access Copy to Period in the Manage Periods dialog box. See Copying Profiles to Periods.

To copy profiles to periods:

1. Select Profiles.

2. Select a profile. On the Actions panel , click Copy to Period.

3. Select a period, and then click Apply.

4. In Copy to Period, select the profiles to copy to the period:

- Selected Profiles (x), where x is the number of profiles selected

- All Profiles (x), where x is the total number of profiles

24 Managing Reconciliations

Related Topics

- Loading Balances

- Copying Profiles to Periods

- Identifying Missing Profiles

- Opening Periods

- Sending Notifications

- Viewing Reconciliations

- Managing Reassignments

- Viewing Reconciliation Summary Headers

- Balance Summary

- Attachments

- Comments

- Additional Properties

- Instructions

- Questions

- Workflow

- Reconciliation Transactions

- Viewing Prior Reconciliations

- Viewing Reconciliation History

- Editing Reconciliations

- Performing Group or Team Reconciliations

- Performing Summary Reconciliations

Loading Balances

Data Management manages Account Reconciliation data loads. Data Management includes data adaptors to import balances and FX rates from certain general ledgers. These data adaptors provide direct connections into the general ledgers, avoiding the requirement to first export data into flat files.

Data Management also includes a flat file adaptor for loading balances from flat files, ensuring that data can be imported from subledgers and general ledgers for which no prebuilt adaptor is available. When a flat file adaptor is used to load balances, FX rates must be imported from a flat file as well. In this case, import of FX rates occurs within Account Reconciliation, without using features of Data Management .

Administrators and Power Users can execute data loads. However, to run a data load as of 11.1.2.4.200 release, the Administrator or Power User must have the Data Management role of Run Integration (the Data Management Administrator role includes Run Integration.)

Creating Data Load Definitions

To load balance data:

1. Select a period, then Actions, and then Load Data.

Data Load contains a history of data loads, reporting the start date, end date, the user who executed it, the status, and the result. The status report shows subprocesses and the status of each:

- Staging—The staging process extracts balances from the source system, assigns the profile ID and balance type, and stores the balances in a temporary staging table. In the staging table, there is a one-to-one relationship to balances in the source system (no summarization has occurred). The staging table is refreshed with every data load; balances of prior loads are not maintained.

- Data Load—The load process summarizes the balances by profile, balance type, currency bucket, and currency code and loads the balances into ARM. These balances are permanently stored in ARM but are updated if changed balances are imported in the future.

- Post-Processing—Performs these actions:

- Changes the status of reconciliations “Open with Reviewer” or “Closed” to “Open with Preparer” if balances changed

- Runs the auto-reconciliation routines

- Flags reconciliations containing normal balance violations (cases in which an expected debit balance is a credit balance, or when an expected credit balance is a debit balance.

- Post-processing may run certain rules. See Order of Precedence Rules for Account Reconciliation.

Statuses of each of the three subprocesses are reported using icons. On Data Load, place your cursor over an icon in the Staging, Data Load, and Post Process columns to display information:

- Pending

- Running

- Complete

2. Click New

3. In New Data Load Execution, enter:

- Use saved data load
If selected, a list of data load definitions is enabled. See Scheduling Data Loads.

- Name

- Description

- Mode—Select one:

Note:

Except when doing a full refresh, loads can run in parallel if their Load phases do not overlap.

- Full Refresh
Use the Full Refresh option when data load definitions in Data Management have been changed (due to removing Data Load Rules or Locations, or changing Category Mappings). These types of changes can break the connection between balances imported through Data Management and stored in Account Reconciliation, which can result in double counting of the balances.

- If any data load is in a pending or running status, then no full refresh data load can be run.

- If a full refresh data load has a pending or running status, then no data load can be run.

Note:

When you choose the Full Refresh option, all balances for this period are purged. They are replaced with balances only from the selected Locations.

Caution:

When using this feature, you must import balances from all locations containing balances. Failure to do so could result in reconciliations previously closed to reopen, because only a partial set of balances were imported, causing Account Reconciliation to calculate a change in the balance.

- Recalculate
Use to reapply mapping rules without having to reload data into Data Management staging tables. Recalculate uses the data that is already there, re-maps it, and reimports it into Account Reconciliation.

An Administrator can use this option to fix a mapping error.

- Snapshot
Use the Snapshot option for a Read-only view of the data from a specific time.

- Location
The Data Management location to import.

Scheduling Data Loads

To schedule data loads, create data load definitions and then run the definitions with an external scheduler; for example, Microsoft Windows Task Scheduler.

Running Data Loads from a Command Line

Oracle recommends that you test loaddata.bat from a DOS prompt before using an external scheduler such as Windows Task Scheduler.

To run a data load from a DOS prompt:

1. As Administrator, open a DOS Prompt and navigate to:

Oracle_Middleware/EPMSystem11R1/products/AccountReconciliation/bin

2. Create an encrypted password file:

a. At a DOS Prompt, navigate to:

ORACLE_MIDDLEWARE/EPMSystem11R1/products/AccountReconciliation/bin

b. Run

encryptpassword.bat C:/passwordfile

When asked to enter a password, enter the Account Reconciliation admin user's password.

The encrypted password is stored in C:/passwordfile.

3. Run loaddata.bat as follows:

oaddata.bat admin -f:C:/PASSWORDFILE "test1" "Jan 2013"

where

"admin" is the ARM admin user's password.

"-f:C:/PASSWORDFILE" is the encrypted password file.

"test1" is the data load definition name.

"Jan 2013" is a period.

4. The log file is generated in:

Oracle_Middleware/user_projects/epmsystem1/diagnostics/logs/arm

5. To check the status of the data load, click Manage Periods. Select a period, then Actions, and then Data Load.

Running Data Loads from Windows Task Scheduler

To run a data load from Windows Task Scheduler:

1. As Administrator, log into the server where Account Reconciliation is installed.

2. Select Start, then All Programs, then Accessories, then System Tools, and then Task Scheduler.

3. Click Create Basic Task. The Scheduled Task Wizard is displayed. Enter a name for the load, and then click Next.

4. Click Trigger, select when you want the task to start, and then click Next.

5. Click Action, and then select the action that you want the task to perform; for example: Start a program, Send an email, or display a message. Click Next.

6. Click Start a Program, and then populate the following:

a. In Add Arguments (optional), pass four arguments, for example:

"USER" "PASSWORD" "NAME" "PERIOD"

where:

"USER" is an Account Reconciliation user ID assigned the Administrator role.

"NAME" is a data load definition name.

Note:

You can use clear text for the password, for example, password2, or use a password file if you created it with encryptpassword.bat.

b. Set Start in (optional) to generate the log file:

<MIDDLEWARE_HOME>/EPMSystem11R1/products/AccountReconciliation/bin

7. Click Next.

8. Click Finish.

Rerunning a Data Load

To rerun a data load:

1. Click a table row and then navigate to the data load dialog box, the Actions menu, or a shortcut menu option.

2. Select a row. The Rerun icon is enabled.

3. Click Rerun. A new instance of the data load is executed, containing the exact same configuration as the selected row. The table displays the results for both data loads .

Note:

Rerunning a data load does not affect the results of the first data load.

Viewing Data Load Results

To view data load results, click Manage, then Periods, then select the period, then Actions, and then Load Data.

The results column of the Data Load dialog box is blank unless a system error occurs or a completeness error exists for the load.

Error—If a systemic data load process failure occurs. Clicking the link opens a dialog box that displays the error message and links to a detailed error log.

Completeness Error—Describes how to verify that you are reconciling 100% of your accounts. Completeness errors:

- Missing Profiles—Exist with a frequency that matches the frequency of the period (indicating it is supposed to be reconciled this period), and a balance is mapped to the profile; however the Administrator either forgot to copy the profile to the period, or it was copied and deleted.
To view missing profile errors, select Manage then Periods, then the period, then Actions, and then Identify Missing Profiles. See Identifying Missing Profiles.

- Unmapped Accounts—Balances exist in the source system, but Data Management does not map these balances to a profile in Account Reconciliation. These accounts are visible in the Data Load Workbench by viewing "Invalid" records.
To view unmapped accounts, select Manage, then Periods, then the period, then Actions, and then Load Data. "Unmapped Accounts" warnings in the Results column means balances in the source system did not make their way into a reconciliation in Account Reconciliation because a mapping rule is missing. Click the Unmapped Accounts link to see the list, or view it from the Data Management Data Load Workbench.

- Invalid Profiles—Balances exist in the source system, and a mapping rule exists in Data Management, but the mapping rule is mapping the balance to a profile that doesn't exist in Account Reconciliation. These accounts will not show up in the Data Management Data Load Workbench under the Invalid filter because, from Data Management perspective, these accounts are properly mapped. However, they are mapped to a profile in ARM that once existed but no longer does. Therefore, search for these errors in ARM.
To view invalid profiles, select Manage, then Periods, then the period, then Actions, and then Load Data. Click the link to see the accounts affected by the error. To correct these errors, locate the mapping rule in Data Management and fix the rule to map the balances to a valid profile in Account Reconciliation.

Copying Profiles to Periods

Only administrators can Copy to Period.

Note:

You can access Copy to Period in the Profile list, in the Actions panel. See Copying Profiles to Period.

To copy profiles to periods:

1. Select Manage, and then Periods.

2. Select a period, and then click Copy to Period .

3. In Copy to Periods, select one and then click Apply:

- All Profiles—(Default). Active profiles are copied to the period.

- Filtered Profiles—Only Active profiles included in the filter are copied.
Filter—Select a filter to include the Active profiles.

4. The results page displays the number of profiles found:

- Selection: Profiles selected, Preparation and period frequency do not match, Inactive Profiles.

- Copying: Total to Copy, Successfully Copied, Not Copied

- Not Copied Detail: Invalid Profiles, Already Running/Closed, Errored

Identifying Missing Profiles

Identifying Missing Profiles enables administrators to ensure that reconciliations are created for every profile with a frequency that matches a frequency included in the period.

To identify missing profiles:

1. Select Profiles.

2. Select a profile, then Manage, and then Periods.

3. Select a period, and then click Identify Missing Profiles .

Note:

This Missing Profiles list excludes inactive profiles.

4. To view the missing profiles in Excel, select Actions, and then Export to Excel.

5. In File Download, open the file.

6. Select a directory for the XLS file, click Save, and then Close

Opening Periods

Reconciliations in a period are Pending until the period status becomes Open. When an administrator changes the status to Open, auto-reconciliations that have met their start date are run.

If balances are not loaded for a reconciliation, or if the reconciliation contains transactions, auto-reconciliation is skipped for that reconciliation, the reconciliation status changes to Open with Preparer, and a notification is sent to the preparer.

If auto-reconciliation fails for a reconciliation (for example, the account balance is not zero for an account authorized for zero balance auto-reconciliation), the reconciliation status changes to Open with Preparer, and a notification is sent to the preparer.

For manual reconciliations that have met the start date, status becomes Open with Preparers and notifications are sent to preparers.

Sending Notifications

Notifications are sent to preparers and reviewers as a batch the day after the event that triggers the notification.

For example, on July 8, five reconciliations for which John is the preparer reach their start date, and their status changes to Open with Preparer. On July 9, John gets an email that lists the five accounts.

Notifications are sent in these circumstances:

- Status Change Notifications—A notification that the reconciliation is ready to be worked on is sent to the preparer when reconciliation status changes from Pending to Open with Preparer and to reviewers when the status changes to Open with Reviewer.

- Due Date Reminders—A reminder is sent to preparers a specified number of days before the due date of the reconciliation and to reviewers a specified number of days before the due date of the review.

- Delinquency Notifications—A delinquency notification, for Open and Closed Periods, is sent to preparers the day after the due date of the reconciliation and to reviewers the day after the due date of the review.

Note:

A delinquency notification is not sent for Locked Periods.

Viewing Reconciliations

You can open reconciliations from the Quick Links section: BI Dashboard or Reconciliations. To perform actions on the reconciliations, the reconciliation must be Open with Preparer or Open with Reviewer, and you must be the Preparer or Reviewer. Administrators can reassign the current Preparer or Reviewer but can't perform other actions, such as adding transactions or approving reconciliations.

To open reconciliations:

1. In the Quick Links section, select either BI Dashboard or Reconciliations. A Preparer or Reviewer can edit the reconciliation; all other users can only view it.

2. Double-click a reconciliation.

Managing Reassignments

Related Topics

- Requesting Reassignments

- Requesting a Reassignment for One Reconciliation

- Requesting a Reassignment for Multiple Reconciliations

- Managing Reassignment Requests

Requesting Reassignments

Only users assigned the primary workflow role can request reassignments.

Preparers and reviewers can dispute a preparer or reviewer assignment on reconciliations by submitting a request to administrators and power users to reassign the reconciliations.

Requesting a Reassignment for One Reconciliation

Reassignment requests can be submitted only for pending or open reconciliations. For example, a reconciliation is Open with Preparer, which means the Reviewer 1 should be able to initiate a request. Reviewer 2 can initiate if it is open with Reviewer 1.

To request a reassignment for one reconciliation:

1. Select Reconciliations.

2. Click an account to open the Reconciliation.

3. Click the Actions menu, and then select Request Reassignment.

4. Enter a name or click Search to find the reassignment.

Requesting a Reassignment for Multiple Reconciliations

To request a Reassignment for multiple reconciliations:

1. Select Reconciliations.

2. Select the reconciliations for reassignment.

3. In Actions :

a. In Reassign, select Selected reconciliations or Selected and future reconciliations.

b. Select the Role.

c. If the you know the new user, enable To User, and then enter or search for the name.

Note:

If you do not know the new user, then submit a request without specifying the name of the user.

4. Click Submit.

Managing Reassignment Requests

Administrators and Power Users can manage reassignment requests submitted by preparers and reviewers.

To view and approve or reject reassignment requests:

1. From Quick Links, select BI Dashboard.

My Worklist is displayed with the reassignment requests in the Admin or Power User's security profile.

2. Select a reassignment record.

3. In Reassignment Requests, perform an action:

- To approve all of the reassignment requests:

a. If the requestor did not specify a name to whom responsibility should be transferred, in New User, enter a name. To apply this name to all requests, click Apply to All.

b. Click Approve All.

- To reject all listed reassignment requests, select Reject All.

- To approve or reject individual reassignment requests, for each request, in Status make a selection.

4. After you click OK, an email notifiication of the action is sent to the preparer or reviewer who made the request.

Viewing Reconciliation Summary Headers

To perform a reconciliation:

1. Select Reconciliations.

2. Click an account to open Reconciliation Actions.

3. The Summary tab is displayed by default.

- Account ID—The account ID per the profile definition.

- Name—The account name per the profile definition.

- Description—The account description from the profile definition.

- Period Name—The period to which the reconciliation pertains.

- Status—Identifies the status of the reconciliation. Values include: Pending, Open (with Preparer, Reviewer 1, Reviewer 2, ...), or Closed.

- Start Date—The start date of the reconciliation (the first date the preparer can begin working on the reconciliation).

- End Date—The final end date of the reconciliation (the due date of the final role assigned to the reconciliation).

- Organizational Unit—Represents a hierarchical entity-type structure that you can use to model your organization. Define a separate organizational unit for each entity for which separate reporting is required, or for entities that require different configurations for any of the following: holidays, work days, or viewer or commentator assignments. Organizational Units are defined in system settings.
Process—The process per the profile definition.

- Account Type—The account type per the profile definition.

- Normal Balance—The normal balance per the profile definition; identifies whether the reconciliation is expected to contain a debit balance, a credit balance, or a debit or a credit balance. If the balance violates the normal balance, then a warning is set on the reconciliation.

- Risk Rating—The risk rating per the profile definition.

- Format—The format per the profile definition.

- Method—Account Analysis or Balance Comparison

Example 24-1 Warnings

Identifies the number of warnings in the reconciliation. If no warnings exist, this section is not visible.

Types of warnings:

- Balance Explanations
Applies only to reconciliations assigned an account analysis format; identifies the number of balance explanation transactions in the reconciliation that contain aging violations

- Adjustments to the Source System
Applies to all reconciliations; identifies the number of adjustments to the source system transactions in the reconciliation that contain aging violations

- Adjustments to the Subsystem
Applies only to reconciliations assigned a balance comparison format; identifies the number of adjustments to the subsystem transactions in the reconciliation that contain aging violations

- Normal Balance Violation
Occurs if the reconciliation is expected to have a debit balance, and the balance in the currencies is negative, or if the reconciliation is expected to have a credit balance, and the balance in the currencies is positive

- Maximum Age Limits
Occurs if there is a maximum age limit and the reconciliation contains transactions where the age of the items (calculated as Period End Date minus Transaction Open Date) is greater than the maximum age limit provided.

Example 24-2 Attributes

Attributes

These attributes, defined on the format and profile dialogs, may be configured as optional or mandatory, and editable by the preparer, the reviewer, or the preparer or reviewer. For example, administrators might require preparers to enter a value in the "Time to Prepare" custom attribute and reviewers in the "Time to Review" custom attribute.

Balance Summary

Balance Summary contains the balance justification; format depends on the format assigned the reconciliation.

- Account Analysis Format—The Balance Summary section for account analysis reconciliations include:

- Source System Beginning Balance—The balance from the last reconciliation performed for the account.

- Net Activity—The change in the account balance from the last reconciliation performed.

- Source System Balance—The balance imported from the source system or manually entered by the preparer.

- Explained Balance—The sum of balance explanation transactions entered into the reconciliation.

- Difference—Source System Balance, less the Explained Balance.

- Adjustments—The sum of adjustment to the source system transactions entered into the reconciliation.

- Unexplained Difference—Source System Balance, less the Explained Balance, less Adjustments.

- Balance Comparison Format—
The Balance Summary for balance comparison reconciliations:

- Source System Beginning Balance—The beginning balance imported from the source system

- Net Activity—The change in the account from the last reconciliation performed

- Source System Balance—The balance imported from the source system or entered by the preparer

- Subsystem Balance—The balance imported from the subsystem or entered by the preparer

- Difference—Source System Balance less the Subsystem Balance

- Adjustments to the Source System—The sum of adjustment to the source system transactions entered

- Adjusted Source System Balance—Source System Balance less the Adjustments to the Source System

- Adjustments to the Subsystem—The sum of adjustment to the subsystem transactions entered

- Adjusted Source System Balance—Subsystem Balance less the Adjustments to the Subsystem

- Unexplained Difference—Source System Balance less the Subsystem Balance, less the Adjustments to the Source System, less the Adjustments to the Subsystem

Balance Summary labels can be customized on the format definition, so the row labels may not match the previous definitions. Because some balance rows may be hidden for balance comparison reconciliations, some rows may be missing from the reconciliation.

Depending on the reconciliation configuration, balances may be displayed in up to three currency buckets: entered, functional, and reporting. Multiple currencies may exist within one bucket.

Note:

Preparers can edit balances in the Summary Balances table for Reconciliations configured for manual entry of balances.

To edit balances:

1. From Quick Links, click Reconciliations, select a reconciliation with the status Open with Preparer for which you are the preparer.

2. Select Actions, and then Open.

3. In the Balance Summary table, click Edit.

4. Enter the balance information.

5. Click OK.

To edit attributes, in the area below the Balance Summary table, enter values for attributes.

Attachments

Attachments contain files attached to the overall reconciliation but not to comments or transactions on the reconciliation.

Note:

Preparers can add attachments to the Attachments section of the Summary tab, to reconciliation transactions, and to their comments. Reviewers and Commentators can add attachments to their comments, but not in the Attachments section of the Summary tab or to transactions.

Preparers only: To add an external document or web page link to the Attachment sections, perform these steps:

1. On the Summary tab, expand Attachments.

2. Click New.

3. From the Type list, select one of these types:

- Local File—Enter a name, select Browse to select and attach the file, and then click OK.

- URL—Enter a URL name, then enter the URL (for example: Oracle, http://www.oracle.com), and then click OK.

- Optional: Repository File—From the file list, select the file, and then click OK.

Note:

The Repository File option is displayed only if Oracle Hyperion Financial Close Management is configured with Oracle Enterprise Content Management.

4. In Name, enter a descriptive name.

5. Enter a URL, or browse to select a document.

6. Click OK.

Comments

Comments contains comments added to the overall reconciliation.

To add comments:

1. Expand Comments.

2. Select Actions, and then New.

3. In the text box, enter a comment.

4. Optional: To add an attachment to an external document or a web page to the comment, in Reference, select Actions, and then Add, select a document or enter a URL, and then click OK.

5. Enter a URL, or browse to select a file.

6. Click OK.

Additional Properties

Additional Properties contains these attributes:

- Method—The reconciliation method associated with the format assignment.

- Auto-Reconciliation Methods—Identifies the auto-reconciliation methods enabled for the reconciliation.

- Maximum Age Limits—Identifies the maximum age expected for balance explanation or adjustment transactions; if the age of the transactions on the reconciliation exceed the expected age, then the reconciliation is flagged with the aging violation warning.

- Manually Enter Balances—Identifies whether balances can be entered into the reconciliation.

- Included Accounts—Identifies the accounts included in a summary reconciliation. If you selected the Summary Profile check box, click Edit () and select one of the following:

- Save as Filter—Evaluates the filter at the time the summary profile is copied to the period and at that point that list of accounts becomes the snapshot and stored along with the summary reconciliation.

- Save as List—Select the accounts from the Available Accounts list, and add them to the Selected Accounts for the summary reconciliation.

Instructions

Instructions displays instructions per the profile definition.

Questions

Questions includes the questions, with a tab for each role (Preparer, Reviewer 1, Reviewer 2, and so on), Administrator, Power User, Commentator, Viewer).

Questions can be configured as optional or required. Questions for Preparers and Reviewers can be required and must be answered before the reconciliation can be submitted for review or approved. Questions assigned to Administrators, Power User, Owner, Viewer, or Commentator cannot be configured as required.

Note:

If Questions were not configured for the format, then this section is not visible.

Workflow

Workflow identifies the users assigned each role on the reconciliation and the due dates for each role.

Reconciliation Transactions

The Transaction tabs, depending on the format configuration, contain up to two transaction tabs:

- Account analysis formats have two tabs: one for balance explanation transactions, and one for adjustments to the source system.

- Balance comparison formats can have up to two tabs: one for adjustments to the source system, and one for adjustments to the subsystem; either or both of these tabs may have been hidden on the format definition.

The text on the tabs is also based on format configuration. However, text matches the text displayed in the corresponding Balance Summary row.

Each Transaction tab contains a transaction list and a transaction detail section:

- Transaction List—Contains the list of transactions associated with the active transaction tab. From the list, preparers can add, edit, and remove transactions. They can also import transactions and copy some or all transactions from a prior reconciliation.

- Transaction Detail—The transaction detail section displays the details of the record selected in the transaction list. When entering new transactions, amounts are entered into the lowest enabled currency bucket (typically the entered currency bucket). If the account is not configured as an historical rate account, then Account Reconciliation calculates the expected functional and reporting currency balances using exchange rates stored within the system.

Note:
Instead of the ability to export all columns, users can now select up to 30 columns in a view instead of the previous limit of 20. Also, if you need export your reconciliation transaction data, you can set up a custom report.

Adding Transactions

Transactions are line-items preparers add to reconciliations to reconcile differences between source system and subsystem balances, or to provide explanations for an account balance. Preparers can add transactions to reconciliations with the status Open with Preparer. Preparers cannot add transactions to reconciliations with the statuses Pending, Open with Reviewer, or Closed.

Ways Preparers can add transactions:

- Manually enter transactions. See Adding Transactions Manually

- Import them from flat files. See Importing Transactions from Files.

- Import pre-mapped transactions. See
Importing Pre-Mapped Transactions

- Copy them from prior periods. See Copying Transactions from Prior Reconciliation.

Adding Transactions Manually

Reconciliations have tabs to allow Preparers to enter transactions.

For example, Preparers might enter adjustments to the source system to bring it into agreement with the subsystem.

All transactions have Transaction Code and Open Date as required. The Open Date field specifies the date the transaction was, or should have been, opened in the source system. Depending on the reconciliation format, other fields may be required also.

To add transactions manually:

1. Select a reconciliation with the status "Open with Preparer" for which you are the preparer.

2. Select Actions, and then Open.

3. Select a transaction tab.

4. Click New.

Attributes, (for example: Transaction Code, Open Date, Close Date), are displayed based on how the format is configured. Any mandatory attributes have an asterisk next to it.

Transaction Detail and Action Plan sections have role and access rights. All roles have view access unless otherwise specified.

Access rights:

- Text Box:

- Roles configured with the Do Not Display option do not see this attribute in Reconciliation or Task Actions, or in any dashboard, list view, or report.

- Roles configured with Allow Edits can add, change, and remove values for the attribute, subject to the editability rules.

- Roles configured with the Required option require a value for the attribute. The Required option is available for Preparers and Reviewers. Until a value is provided, preparers can't submit, and approvers can't approve.

- Multi-Line Text Box tabs:

- Text Box tab:

- Roles configured with Do Not Display do not see this attribute in Reconciliation or Task Actions, or in any dashboard, list view, or report.

- Roles configured with Allow Editscan add, change, and remove values for the attribute but are subject to editability rules.

- Roles configured with Required require a value for the attribute. The Required option is available for Preparers and Reviewers. Until a value is provided, preparers can't submit and approvers can't approve.

- Attachments tab:

- Roles configured with Do Not Display do not see this attribute in Reconciliation or Task Actions, or in any dashboard, list view, or report.

- Roles configured with Add & Remove can add and remove files that they added, subject to the editability rules.

- Roles configured with the Required require one file attachment. The Required option is available only for Preparers and Reviewers. Until a file is attached, preparers can't submit and approvers can't approve.

- Roles configured with Add & Remove All can add and remove their files and can remove files added by others.

5. Transaction Detail—This section lists the attributes to the transaction.

- Optional: To change the currency for the transaction, in the currency bucket enabled for data entry, select a currency from the currency list.
Enter a value in the currency bucket enabled for data entry. If currency translation is enabled, the remaining currency buckets display translated values. If currency translation is not enabled, enter a value in all remaining enabled currency buckets.

- Optional: To designate if a transaction is amortizing or accreting, select Amortizing, Accreting, or leave the default as No.

- Optional: To change the currency for a translated currency bucket, select a currency from the currency list.

- Optional: To override a translated currency value, click Override for the currency bucket, and then enter the new value.

Note:

To remove the override, click Reset Value.

6. Action Plan—Captures information about transaction followup actions. The key distinction between regular transaction attributes and Action Plan attributes is in the rules that determine when the attribute may be edited:

- Transaction attributes may be edited by workflow users (preparers and reviewers) only when the reconciliation is open with that user.

- Action Plan attributes enable authorized users to edit the attribute at any point until the period is locked.

You can track the action plans related to reconciliation transactions. The attributes in this section have different editability behavior according to the access privileges.

Comment features, which enable preparers, reviewers, commentators, administrations, and authorized power users to add comments (which may also include attachments). Comments may be added whenever the period is not locked.

a. Action Plan Attachments—Contain files attached to the action plan on the reconciliation. The attachments section is editable according to the following:

Table 24-1 When Attachments are Editable

Role

When attachments are editable

Preparer

Can add and remove their attachments, when the reconciliation is Open or Closed and the period is not Locked.

Reviewer

Can add and remove their attachments, when the reconciliation is Open or Closed and the period is not Locked.

Administrator

Can't add or remove attachments.

Power User

Can't add or remove attachments.

Viewer

Can't add or remove attachments.

Commentator

Can't add or remove attachments.

To add attachments to the transaction:

1. In Transaction Detail, expand Attachments.

2. Select Actions, and then New.

3. In Add Attachment, in Type, select Local File to attach a file located on your computer or select URL.

4. In the Name field, enter a name to describe the attachment.

5. Enter a URL, or browse to select a file.

6. Click OK.

b. Action Plan Comments—Contains comments on the action plan. The comments section is editable according to the following:

Table 24-2 When attachments are editable

Role

When attachments are editable

Preparer

Can add and remove their comments, when the reconciliation is Open or Closed and period is not Locked.

Reviewer

Can add and remove their comments, when the reconciliation is Open or Closed and period is not Locked.

Administrator

Can add and remove any user’s comments, when the reconciliation is Open or Closed and period is not Locked.

Power User

Can add and remove any user’s comments, when the reconciliation is Open or Closed and period is not Locked.

Viewer

Can't add or remove comments.

Commentator

Can add and remove their comments, when the reconciliation is Open or Closed and period is not Locked.

To add comments to the transaction:

1. In Transaction Detail, expand Comments.

2. Select Actions, and then New.

3. In New Comment, enter a comment.

4. Optional: To reference an external document, in the Reference section select Actions, and then Add. Select a document, or enter a URL, and then click OK.

5. To close the Create Comment dialog box, click OK.

7. Attachments—Contains the Transaction Detail attachments.

8. Comments—Contains the Transaction Detail comments.

9. Click Save to save the transaction, or click Save and Create Another to save the current transaction and create a new transaction.

10. Click Close.

Importing Transactions from Files

You can import transaction into a reconciliation from a file. For example, you exported 10 invoices for Prepaid Expenses for July 2016 to a flat file from your source system. You import the transactions into the reconciliation for Prepaid expenses for July 2016 in Account Reconciliation.

Transaction import files are comma-separated text files. The first row contains the column headings that identify the data in the columns; for example, Transaction code. Separate rows are used to define each transaction. Required columns are Transaction Code and Open Date.

You must also specify the amount and currency for any enabled currency buckets that are not subject to currency translation. The fields must be labeled Amount and Amount Currency, with a number to indicate the currency bucket; for example, Amount1 and Amount Currency1 specify the amount and currency for the first currency bucket.

You need not include amount or currency for translated buckets:

- If you do not import these values, the amounts are calculated using the default currency codes.

- If you specify a currency but not an amount, the amount is calculated using the currency code provided.

- If you specify an amount and a currency code, the amount is compared to the calculated translated amount, and if it differs, the amount is marked as overridden.

When you import transactions, you can choose to add the transactions in the file to the transactions for the reconciliation, or to replace the reconciliations with the transactions in the file.

To import transactions from a file:

1. Select Reconciliations, and then select a reconciliation with the status Open with Preparer for which you are the preparer.

2. Select Actions, and then Open.

3. Select a transactions tab.

4. Select Actions, and then Import.

5. Select an import option:

- Select Add to add the transactions in the file to the transactions.

- Select Add All to replace the transactions with the transactions in the file.

6. Date Format

Select a Date Format from the drop down list of allowed date formats. Date formats are not translated. By default, the date format is set to the locale date format of the exported file location.

For example:

- MM/dd/yyyy

- dd/MM/yyyy

- dd-MMM-yy

- MMM d, yyyy

7. Click Import.

Validation rules for attribute import:

- Read Only attributes are ignored. The import succeeds: if there is a value in the import file for an attribute that is read-only to the preparer, the preparer does not have the privileges to create a transaction with that attribute value; the resulting transaction shows blank for the read-only attribute even though its value was in the file and therefore the value gets ignored.

- Do_Not_Display attributes return an error with the message, "attribute not assigned in format." The import fails if a value in the import file for an attribute is "Do_Not_Display" to the preparer, he does not have the privileges to create a transaction with that attribute at all, the import fails.

- Required attributes are not required on import. The import (considered a bulk action because many transactions may be imported) succeeds even though the required attributes are missing; however, if users attempt to update an individual transaction, they are prompted to add any required attribute before they can save.
Otherwise, users must enter any required attributes (that were not imported) before they can submit the reconciliation.

8. At the Results prompt, click OK.

Importing Pre-Mapped Transactions

When you import pre-mapped transactions, you enable authorized users to import Explained Balance, Source System Adjustments, or Subsystem Adjustments transactions into reconciliations, where the transactions have already been pre-assigned an account ID. The imported transactions are inserted into the existing Account Reconciliation transaction tables (including the summary amounts table), and assigned the appropriate account ID, period ID and transaction type.

These transactions are importable regardless of whether a reconciliation for the period exists (the data is keyed off of Account ID and Period ID, not Reconciliation ID).

Note:

Preparers should be able to import transactions regardless of whether reconciliation exists or not. For role checking, use profile security.

The following users are authorized to use the import feature, subject to the security rights noted:

Administrator

All reconciliations

Power User

Reconciliations included within the Power User’s security filter

Preparer

Reconciliations where the user is assigned the Primary Preparer role, or the Backup Preparer role, where the user is currently the Active preparer (because the primary is unavailable), or a member of a Team/Group assigned the Preparer role, regardless of the Claimed status.

Note:

To give other roles the ability to use the import feature, adjust the format definition to allow editing of transaction attributes. See Adding Format Attributes.

To import pre-mapped transactions:

1. Click Tools, and then Import Transactions.

2. Enter the following fields:

- File—Click Browse, navigate to the import file and then click Open.

- Transaction—Select a transaction type. Example: Explained Balance, Adjustment to Source System, Adjustment to Subsystem

- Period—Select a period for the transactions.

- Import Type

- Date Format
Select a Date Format from the drop down list of allowed date formats. Date formats are not translated. By default, the date format is set to the locale date format of the exported file location.

For example:

- MM/dd/yyyy

- dd/MM/yyyy

- dd-MMM-yy

- MMM d, yyyy

Note:

The import file format is similar to that of the existing transaction import file (from the reconciliation action dialog box) but adds a Reconciliation Account ID column to identify reconciliations.

Amount1, Amount2, and Amount3 are the amounts associated with the Transaction. If an amount is missing, then zero amount is imported. Amount Currency1, Amount Currency2, and Amount Currency3 are the currency codes associated with each Amount.

Amount1 and Amount Currency1 are always mapped to Entered, Amount2 and Amount Currency2 are always mapped to Functional, and Amount3 and Amount Currency3 are always mapped to Reporting.

Table 24-3 Import File Format Example

Reconciliation Account ID

Short Description

Long Description

Transaction Date

Close Date

Amount1

Amount Currency1

Attribute 1

Attribute Value 1

110-01

Transaction 1

30-Jun-13

30-Jun-13

215,028.00

USD

Impact

Low

110-02

Transaction 1

30-Jun-13

30-Jun-13

410

USD

Low

110-02

Transaction 2

30-Jun-13

30-Jun-13

1,018.00

USD

Low

Copying Transactions from Prior Reconciliation

A transaction is often valid for multiple periods. For example, you pay rent biannually on a building. The invoice for the rent expense paid in January can be carried over to subsequent months to explain the balance. You use the Copy Transactions function to copy transactions from prior month.

To copy transactions from a prior reconciliation:

1. Select Reconciliations, and then open a reconciliation with the status Open with Preparer for which you are the preparer.

2. Select the Explained Balance tab, and then click Copy Transactions from Prior Reconciliation

3. Select the transactions and then click Copy.

Amortizing or Accreting Transactions

This section describes the behavior of the Transaction Detail panel when the Amortizing or Accreting option is selected.

Certain general ledger accounts contain transactions where the value of the transaction changes from one period to the next. The transaction value may decrease (amortizing transaction) or it may increase (accreting transaction). You may need to add these transactions one time and then as the transactions are copied from the prior reconciliation into the current reconciliation, the transaction value changes according to the amortization schedule. This option facilitates reconciliation preparation because it helps automate the verification of entries originating in the general ledger.

How the value is calculated from one period to the next depends on the amortization method.

Accreting transactions work similar to amortizing transactions. However, the Ending Amount for accreting transactions starts at 0.00 and increases each period by the Monthly Amortization amount.

Creating Amortizing or Accreting Transactions Manually

To create amortizing or accreting transactions manually:

1. Follow the procedure Adding Transactions Manually.

2. Optional: To designate whether a transaction is amortizing or accreting, select Amortizing, Accreting, or leave the default as No.

3. If you select Amortizing or Accreting, enter the following fields in the Transaction Detail panel:

- Original Amount: The amount used to calculate the amortization or accretion value.

- This Period: Calculated by the system based on the Method selected by the user (see “Method” below). The value reflects the amount of amortization that applies to the period to which the reconciliation pertains.

- Ending Amount:

- For amortizing amounts, Ending Amount is calculated as the Original amount minus the Cumulative Amortization amounts for all periods up to and including the period to which the reconciliation pertains.

- For accreting amounts, Ending Amount starts at 0.00 and increases each period by the Monthly Accretion amount.

- Method:
Select one:

- Straight line—Causes the transaction value to decrease by an equal amount each period.

- Actual—Causes the transaction value to decrease (for amortizing) or increase (for accreting) by an amount that reflects the actual number of days in each period.

- Custom—Causes the transaction value to decrease (for amortizing) or increase (for accreting) by an equal amount each period.
Allows you to customize the monthly amortizing and accreting amounts. By default, the system starts with a straight-line amortization configuration. Therefore, when the custom method is chosen, the dialog appears exactly as it does for the straight line use case, with two exceptions:

- The Amortization column in the Amortization Schedule table is editable for the base currency bucket. You edit the monthly amortization amounts, or import the full Amortization schedule.

- No half-month convention check box is displayed.

- Half-month convention: If selected, the first and last period reflect a half month of amortization. For example, if a full month of amortization is $100, then the first and last month reflects only $50 of amortization. All other months reflect the full $100 of amortization

- Start Period: For Straight Line or Custom—Determines the first month that amortization occurs.

- Number of Periods: Determines the number of amortized periods.

- Remaining Periods: A value calculated by the system based on the period pertaining to the reconciliation (“Reconciliation Period”), Start Period, and Number of Periods.

- Start Date and End Date: For Actual—Determines the amortization or accretion range.

4. For Straight Line or Custom: On the Amortization Schedule tab, select the Currency Bucket and then view the beginning, ending, and amortization amounts.

5. Click Save.

Copying Amortized or Accreting Transactions from Prior Reconciliations

When you copy transactions from a prior reconciliation and the transaction is an amortizing or accreting transaction, then the Ending Amount of the transaction for the current reconciliation is updated to match the Ending Amount corresponding to the Reconciliation period.

Importing Amortizing or Accreting Transactions

In addition to the regular attributes, you can import the following attribute transactions as appropriate based on the method (Straight line, Actual, or Custom):

- Amortizing Setting (Amortizing, Accreting, or None).

- Amortization Method

- Amortization Half-Month Convention

- Amortization Periods (Number of Periods)

- Amortization Start Period

- Amortization Start Date

- Amortization End Date

- Amortization Original Amount

The CSV import file format:

Period Number, Amount (one per line). The file does not require headers.

Example:

1,100.00

2,100.00

3,150.00

4,50.00

Editing, Copying, and Deleting Transactions

The preparer can copy, edit, or delete transactions for reconciliations with the status Open with Preparer. You cannot edit or delete transactions for reconciliations with the status Pending, Open with Reviewer, or Closed.

To copy, edit, and delete transactions:

1. Select Reconciliations, and then select a reconciliation with the status Open with Preparer for which you are the preparer.

2. Select Actions, and then Open.

3. Select a transactions tab.

4. Select a transaction.

5. In Transaction Detail, edit, copy, or delete the transaction.

Viewing Prior Reconciliations

The Prior Reconciliations tab contains a list of prior period reconciliations for the same account. These reconciliations may be opened for viewing, but no changes can be made.

Information contained in account reconciliations for prior months can be useful for preparing the current month reconciliation. For example, an invoice for rent expense in the Prepaid Expense account reconciliation for January might help explain the balance in Prepaid Expense for the current month, February. The Prior Reconciliations tab displays a list of reconciliations from prior periods.

To view prior reconciliations:

1. Open a reconciliation.

2. Select the Prior Reconciliations tab.

3. Select a reconciliation.

4. Select Actions, and then Open.

Viewing Reconciliation History

The History tab shows the history of key changes to the reconciliation, including a record of when it was submitted for review and whether it was approved or rejected.

Editing Reconciliations

The status of a reconciliation determines whether you can edit a field. The following table displays the disabled fields for each status:

Table 24-4 Disabled Fields for each Reconciliation Status

Tabs

Pending Disabled Fields

Open with Preparer Disabled Fields

Closed Disabled Fields

Properties

- Account ID

- Active

- Format

- Normal Balance This feature is available in 11.1.2.4.100 (Patch ID: 20307212) only. For information on the 11.1.2.4.100 New Features and updating to 11.1.2.4.100, see the 11.1.2.4.100 Readme.

- Account ID

- Active

- Format

- Normal Balance

- Auto-Reconciliation

- Maximum Age Limits

- Account ID

- Active

- Format

- Normal Balance

- Auto-Reconciliation

- Maximum Age Limits

Workflow

Preparer Frequency

- Preparer Frequency

- Preparer Start Date

- Preparer Frequency

- Preparer Start Date

- Reviewer Levels

Currency

- Historical Rate

- Rate Type

- Currency Bucket Enabled check boxes

- Historical Rate

- Rate Type

- Currency Bucket Enabled check boxes

To edit reconciliations:

1. In Account Reconciliation Manager, under Quick Links, select Reconciliations.

2. Select a reconciliation, then select Actions, and then Edit.

3. On the Properties tab, view or update where appropriate:

- Account ID—The identifier for the profile is a required field. The combination of segment values must be unique across profiles. The number of segments available is defined in system settings.
When you click a message is displayed, "Changing the Account ID will break the relationship between balance mapping rules and prior reconciliations created for this profile. Are you sure you want to proceed?"

Click Yes to continue, No to cancel the edit.

- Name—The name provides a secondary mechanism to help identify the profile. Names are not required to be unique. As a best practice, Oracle suggests using the name associated with the natural account segment and some other descriptor that identifies ownership of or responsibility for the profile.

- Description

- Summary Profile—If this box is selected, then the Profile is a Summary Profile. The Auto-Reconciliation configuration section is removed and the balances are not editable.
Included Accounts—This section enables administrators and power users to assign profiles to summary profiles. Both regular (non-summary) and summary profiles can be selected for addition to a summary profile.

Note:

Included Accounts only displays when you are editing a summary reconciliation.

- Process—Associates the profile with a specific reconciliation process, for example: the balance sheet reconciliation process or the local GAAP reconciliation process. Processes are defined in system settings.

- Format—Associates the profile with a format created by an administrator, determining the method of reconciliation and the type of information required to be provided by the preparer.

- Method—Identifies the reconciliation method associated with the format assigned to the profile.

- Risk Rating—Associates the profile with a risk rating. Risk ratings are defined in system settings; for example, High, Low, or Medium.

- Account Type—Associates the profile with an account type. Risk Rating and Account Type are attributes that facilitate reporting – the values are defined by administrators and can be used on dashboards and list views to filter reconciliations.

- Normal Balance—Identifies whether the profile is expected to contain a debit balance, a credit balance, or a debit or a credit balance. If the balance is different from the normal balance, then a warning is set on the reconciliation.

- In Auto-Reconciliation Methods, select a method that describes the conditions that must be true for reconciliations configured with the auto-reconciliation method to qualify for auto-reconciliation. If any conditions are false, then auto-reconciliation fails, and the reconciliation status is set to Open so that the Preparer can manually prepare the reconciliation:

- For Account Analysis:

- Balance is zero required conditions:

- If an account analysis format is assigned to the profile, then the profile can be enabled for the “Account has a 0 Balance” auto-reconciliation method.

- If the balance associated with the reconciliation for a given period is 0, then the reconciliation is prepared and reviewed automatically for that period.

- If the balance is not 0, then the reconciliation must be manually prepared and reviewed.

When Auto-Reconciliation succeeds, the reconciliation status is set to Closed.

- Balance is zero and no activity required conditions:

- The Source System Balance is zero.

- Source System Balance is the same as the Prior Reconciliation Source System Balance.

Note:

This last condition also means that a previous reconciliation source system balance must exist.

When Auto-Reconciliation succeeds, the reconciliation status is set to Closed.

- No activity required conditions:

- If a previous reconciliation exists, the following conditions must be met:

- The prior reconciliation status must be Complete.

- The prior reconciliation Source System balance must be the same as the current reconciliation Source System balance.

- The prior reconciliation format must be the same as the current reconciliation format
Specifically:

a. The Format ID used to create both the current and prior format instances must be the same.

b. The current format instance must not contain mandatory attributes that do not exist in the prior format instance.

- If a previous reconciliation does not exist, then the prior reconciliation Source System balance is presumed to be zero:

- If the current period’s Source System Balance is also zero, then the reconciliation will be auto-reconciled.

- If the current period’s Source System balance is not zero, then the reconciliation will not auto reconcile.

When Auto-Reconciliation succeeds:

- The reconciliation status is set to Closed

- Explained Balance and Source System Adjustment transactions are copied from the prior reconciliation to the current reconciliation:

- File Attachments and Comments associated with the transaction are copied

- Age is recalculated by subtracting the Open Date from the new period end date (the period the transaction is being copied into)

- The Aging Violation for that transaction is set if the age is greater than the Authorized age

- The Aging Violation flag for the Reconciliation is set if one or more transactions of each type have an aging violation

- Comments and Attachments that exist at the Reconciliation level are copied

- Balance is within range required conditions:

- A prior reconciliation must exist and the status of this reconciliation must be Complete.

- The prior reconciliation format must be the same as the current reconciliation format. Specifically, the format ID used to create both the current and prior format instances must be the same, and the current format instance must not contain mandatory attributes that do not exist in the prior format instance.

- The Source System Balance is more than or equal to the Balance Range (Low).

- The Source System Balance is less than or equal to the Balance Range (High).

When Auto-Reconciliation succeeds:

- The reconciliation status is set to Closed

- Explained Balance and Source System Adjustment transactions are copied from the prior reconciliation to the current reconciliation:

- File Attachments and Comments associated with the transaction are copied

- Age is recalculated by subtracting the Open Date from the new period end date (the period the transaction is being copied into)

- The Aging Violation for that transaction is set if the age is greater than the Authorized age

- The Aging Violation flag for the Reconciliation is set if one or more transactions of each type have an aging violation

- Comments and Attachments that exist at the Reconciliation level are copied

- Balance is within range and no activity required conditions:

- A prior reconciliation must exist and the status of this reconciliation must be Complete.

- The prior reconciliation format must be the same as the current reconciliation format. Specifically, the format ID used to create both the current and prior format instances must be the same, and the current format instance must not contain mandatory attributes that do not exist in the prior format instance.

- Source System Balance is greater than or equal to the Balance Range (Low).

- The Source System Balance is less than or equal to Balance Range (High).

- Source System Balance – Prior Reconciliation Source System Balance = 0; The range can be a negative number.

Note:

This last condition also means that a prior reconciliation source system balance must exist.

When Auto-Reconciliation succeeds:

- The reconciliation status is set to Closed

- Explained Balance and Source System Adjustment transactions are copied from the prior reconciliation to the current reconciliation:

- File Attachments and Comments associated with the transaction are copied

- Age is recalculated by subtracting the Open Date from the new period end date (the period the transaction is being copied into)

- The Aging Violation for that transaction is set if the age is greater than the Authorized age

- The Aging Violation flag for the Reconciliation is set if one or more transactions of each type have an aging violation

- Comments and Attachments that exist at the Reconciliation level are copied

- For Balance Comparison:

- Balance is zero required conditions:

- If a balance comparison format is assigned to the profile, then the profile can be enabled for the “Account has a 0 Balance” auto-reconciliation method.

- If the balance associated with the reconciliation for a given period is 0, then the reconciliation is prepared and reviewed automatically for that period.

- If the balance is not 0, then the reconciliation must be manually prepared and reviewed.

When Auto-Reconciliation succeeds, the reconciliation status is set to Closed.

- Balance is zero and no activity required conditions:

- The Source System Balance is zero.

- Source System Balance is the same as the Prior Reconciliation Source System Balance.

Note:

This last condition also means that a previous reconciliation source system balance must exist.

When Auto-Reconciliation succeeds, the reconciliation status is set to Closed.

- No activity required conditions:

- If a previous reconciliation exists, the following conditions must be met:

- The prior reconciliation status must be Complete.

- The prior reconciliation Source System balance must be the same as the current reconciliation Source System balance.

- The prior reconciliation format must be the same as the current reconciliation format
Specifically:

a. The Format ID used to create both the current and prior format instances must be the same.

b. The current format instance must not contain mandatory attributes that do not exist in the prior format instance.

- If a previous reconciliation does not exist, then the prior reconciliation Source System balance is presumed to be zero:

- If the current period’s Source System Balance is also zero, then the reconciliation will be auto-reconciled.

- If the current period’s Source System balance is not zero, then the reconciliation will not auto reconcile.

When Auto-Reconciliation succeeds:

- The reconciliation status is set to Closed

- Explained Balance and Source System Adjustment transactions are copied from the prior reconciliation to the current reconciliation:

- File Attachments and Comments associated with the transaction are copied

- Age is recalculated by subtracting the Open Date from the new period end date (the period the transaction is being copied into)

- The Aging Violation for that transaction is set if the age is greater than the Authorized age

- The Aging Violation flag for the Reconciliation is set if one or more transactions of each type have an aging violation

- Comments and Attachments that exist at the Reconciliation level are copied

- Balance match (% Tolerance): If a balance comparison format is assigned to the profile, then the profile can be enabled for the Balance Comparison where the Balances Match (% Tolerance) auto-reconciliation method.
If this method is enabled, then a threshold value can be applied. The threshold percentage is multiplied against the source system balance to calculate a threshold value.

- If the difference between the source system balance and the subsystem balance is less than the threshold value in a period, then the reconciliation is prepared and reviewed automatically for that period.

- If the difference is greater than the threshold value, then the reconciliation must be manually prepared and reviewed.

Enter the Match Balance Threshold (Percent) as a whole number between 1 and 100.

When Auto-Reconciliation succeeds, the reconciliation status is set to Closed.

- Balances match (# tolerance): The difference between the Source System Balance and the Subsystem Balance is less than or equal to a tolerance value; the tolerance value is specified on the profile. Enter the Match Balance Threshold (Number) tolerance amount.
When Auto-Reconciliation succeeds, the reconciliation status is set to Closed.

- Maximum Age Limits—Enter the number of Day(s) for the maximum age of reconciliation transactions:

- Reconciliation Adjustments (applies to Account Analysis and Balance Comparison methods)

- Balance Explanations (applies to Account Analysis method)

Note:

Aging Violation: If a value is provided and the reconciliation contains transactions where the age of the items (calculated as Period End Date minus Transaction Open Date) is greater than the value provided, then the transactions are flagged as aging violations and an aging violation warning is set on the reconciliation.

- Manually Enter Balances—Determine whether the source system or subsystem balances can be entered manually by the preparer on the reconciliation. These boxes are only checked if balances are not being imported for the profile. Select one or both:

- Enter source system balances manually (applies to both reconciliation methods)

- Enter subsystem balances manually (applies to Balance Comparison method)

4. Select the Instructions tab.

Inherits instructions configured on the format assigned to the profile, eliminating the need to provide specific instructions for each and every profile. Some profiles, however, do require extra instruction. Add the instructions as paragraphs of text, attached files, URLs, or links to files in document repositories.

5. Select the Workflow tab.

The Workflow tab contains the preparer and reviewer assignments. Only users authorized for preparer and reviewer roles can be assigned these functions on a profile. Account Reconciliation prevents the same user from being assigned preparer and reviewer roles on the same profile, or the same user being assigned multiple reviewer roles.

- Enter this information for the preparer:

- User Name—The user names available for selection as preparer are only those users authorized with the preparer role. To select to assign a Preparer to a named user, team, or Shared Services Group click

- Backup User—If you assigned a user for the primary preparer, you can assign a backup user authorized as a preparer:

Note:

A backup preparer can only prepare the reconciliation when the primary has setup his status as unavailable.

a. Click Select a Backup User

b. Enter the First Name and Last Name or click Search to select a backup user.

- Frequency—If a profile contains a frequency that matches one of the frequencies associated with a period, then the reconciliation is copied to the period when the administrator uses the Copy to Period function. Frequency example: Annually, Quarterly, Quartery-US, Quarterly-Europe, or Monthly.

- Start Day Offset—Determines the start date of the reconciliation. It can be a negative or positive number and determines the number of days before (if configured as a negative number) or after (if configured as a positive number) the period close date the reconciliation is authorized to begin.

- Schedule From—Determines what day (for example, the close day or end day) the Start Day Offset relates to.

- Duration—Added to the start date to calculate the preparer due date.

- When assigning reviewers, start with the reviewer with the highest frequency. Enter the reviewers information:

- Level—Account Reconciliation supports unlimited levels of review.

- User Name—The user names available for selection as reviewers are only those users authorized with the reviewer role.
To assign a backup reviewer, team, or Shared Services Group:

a. Click Select a Reviewer

b. If you selected a user for the primary reviewer, you can select a backup reviewer: in the Backup User column, click Select a Backup User and select a backup user.

- Reviewer Frequency—Determines how often the reconciliation is reviewed. It is possible for reconciliations to be prepared monthly and reviewed quarterly.

- Reviewer Duration—Determines the reviewer due date. The due date is calculated as preparer start date + preparer duration + reviewer duration. There is no start day offset for reviewers. This is because the reviewer start date is determined by when the preparer releases the reconciliation for review. As soon as this occurs, the reviewer may commence review.

6. Select the Currency tab.

If Account Reconciliation is configured using one currency configuration, the currency tab is hidden. Summary reconciliations are always prepared in a single currency. Changes are required to the Currency tab to enable configuration for a single currency bucket. For summary reconciliations, select the Rate Type, and them select the single currency bucket. The functional currency bucket is the default.

Determines the number of currency buckets enabled for the reconciliation and the behavior of foreign exchange translation. Enter this information:

- Historical Rate—Select Historical Rate for profiles that contain accounts not subject to revaluation in the source system:

- If Historical Rate is selected, the preparer must specify the value in all currency buckets enabled on the reconciliation when entering transactions into the reconciliation (for example, balance explanations or adjustments).

- If Historical Rate is cleared, the preparer is required to enter a value into the lowest level currency bucket (for example, the entered currency bucket), and Account Reconciliation calculates the equivalent value in the other currency buckets using exchange rates maintained in Account Reconciliation.

- Rate Type
The rate type selection applies only if the historical rate is cleared. When Foreign Currency Rates (FX rates) are loaded into Account Reconciliation, they are associated with a rate type. The rate type setting on the profile determines which series of FX rates are used to perform currency conversion calculations for transactions of reconciliations pertaining to the profile.

- For each bucket label (for example, Entered, Functional, or Reporting), enable it and select the default currency.

- The currency bucket table determines which currency buckets are enabled for the profile. Currency buckets are configured in system settings, and only those buckets enabled at a system level can be enabled for individual profiles. If a currency bucket is enabled, then a default currency can be assigned to the profile, by accepting the system-level default for that bucket, or by assigning a profile-specific default value.

7. Select the Access tab.

Determines which users are authorized as commentators or viewers of reconciliations related to the profile. Commentators are allowed to view the reconciliations and add comments to the reconciliation or to transactions of the reconciliation. Viewers have read-only access.

To select a user, group, or team as Commentators or Viewers:

a. Click Add.

b. On the Select Viewers or Select Commentators dialog boxes, click Search Users .

c. Select Users, Groups, or Teams and then enter the name or click Search.

d. Under Search Results, select the Commentator or Viewer Users, Groups, or Teams and add them to the Available column.

e. Click OK.

8. Select the Attributes tab.

Enables administrators to assign attributes to profiles and provide values for the attributes. The attributes are presented in read-only format on the reconciliation in the Additional Properties section. Attributes must exist before they can be assigned to a profile.

9. Review the History tab.

Captures an audit trail of changes to the Profile, including changes in workflow assignments, changes in format configuration, risk rating, or profile attributes.

10. Click Save and Close.

Performing Group or Team Reconciliations

The process of performing group or team reconciliations is identical to the process for regular reconciliations, except for the claim function.

Claiming a Reconciliation

When a group or team is assigned Preparer or Reviewer roles, any member of the group or team can perform the functions associated with the role, but only after the user has claimed the reconciliation.

Before claiming the reconciliation, the user has implicit Viewer access. After a reconciliation is claimed, other members of the group or team still have the ability to claim the reconciliation, but doing so causes the initial user’s claim to terminate, thus revoking that user’s ability to perform the role functions and granting the ability to the user with the latest claim.

The ability to claim a reconciliation from another user is required to accommodate cases where a claim has occurred; however, the user with the claim cannot complete the role functions (for example, because of an absence).

To claim a reconciliation:

1. Open the reconciliation, and then click Claim.

2. After a preparer or reviewer clicks the Claim button, then the Release button appears.

3. Click Release to remove the claim made by that user.

To determine whether a reconciliation is claimed, view the following view and column attributes:

- Preparer (Claimed)–If Yes, then the Preparer role has been claimed. If No, then it is unclaimed.

- Reviewer # (Claimed)–The # indicates the reviewer level. If Yes, then this Reviewer Level is claimed. If No, then it is unclaimed.

To filter by the Preparer (Claimed) and Reviewer # (Claimed) attributes:

1. At the top of the Filter panel, click Select Filterable Attributes .

2. Select the desired attributes from the Available.

3. Click >> to move the attributes to Selected.

4. Click OK.

To add the Preparer (Claimed) and Reviewer # (Claimed) attributes as List View columns:

1. Click Columns at the top of the Reconciliation List view.

2. Select the desired attributes from Available.

3. Click >> to move the attributes to Selected.

4. Click OK.

Performing Summary Reconciliations

Except for key differences, the process for preparing a summary reconciliation is similar to the process for preparing a regular reconciliation. The following sections describe these differences.

Generate All and Generate Updated Buttons

Summary reconciliations are intended to summarize the content of one or more child reconciliations. However, the summary reconciliation preparer must control when this update occurs to avoid cases where the content of the reconciliation changes unexpectedly; for example, after the reconciliation is reviewed or is submitted for review. To provide this update control to the summary reconciliation preparer, the following buttons are on the Balance Summary section of the reconciliation:

- Generate All: Causes the reconciliation details from all child reconciliations to be imported into the summary reconciliation.

- Generate Updated: Imports only the reconciliation details from child reconciliations that were updated since the last time the summary reconciliation was updated.

Balance Summary Configuration

In a regular reconciliation, the columns in the Balance Summary table are used to display the balances in various currencies and currency buckets.

Summary reconciliations:

- Are always prepared in a single currency and a single currency bucket. Therefore, the columns are instead used to display the balances from each child reconciliation included in the summary reconciliation.

- A total column is provided, which sums the values from all child reconciliations.

- The Child Reconciliation Account ID is displayed as a hyperlink in the column heading. Upon clicking this hyperlink, a dialog box containing the child reconciliation opens. Because the summary reconciliation is created from content originated in the child reconciliation, an implicit review role is granted to the summary reconciliation preparer, enabling that user to reject the child reconciliation (so it can be corrected), but only if the child reconciliation was closed.
In other words, the usual review process must be completed for the child reconciliation before a summary reconciliation preparer could initiate a rejection.

- If the child accounts in a summary reconciliation are modified, you must rerun the data load for the source system and subsystem balances to be updated correctly in the balance columns of the Account Reconciliation views.

Note:

The old source system and sub system balances appear in the balance columns in the views until the data load is run again.

The Balance Summary table includes the following additional rows for summary reconciliations:

- Child Reconciliation Account ID: The child reconciliation account ID is displayed as a hyperlink in the column heading.

- Status: Identifies the status of the child reconciliation (Pending, Open, Closed, or Missing).

Note:

Summary reconciliation preparers cannot submit the reconciliation for review until all child reconciliations are closed. The Total column does not contain a status value.

- Updated: If the child reconciliation preparer made changes to the child reconciliation since the last time a preparer generated the summary reconciliation, then the word Updated appears. The Total column also includes the word Updated if one or more child reconciliations have been updated.

Updated Attribute on Transactions

Summary reconciliation preparers may edit transactions in the summary reconciliation that were sourced from child reconciliations. However, if an edit occurs, the transaction is marked as Modified in the summary reconciliation. The Modified flag is visible on the Transaction Detail panel as well as in a column on the Transaction List View.

Summary Profile Attribute

To distinguish summary profiles and reconciliations from regular profiles and reconciliations, there is a filter and column attribute titled Summary Profile. If the value is Yes, then the profile or reconciliation is a summary profile or reconciliation.

25 About Reconciliation Workflow

Preparers submit reconciliations for review when they are finished working on them. Only preparers can submit reconciliations for review. Before a preparer can submit a reconciliation, all required questions must be answered, and values must be supplied for all custom attribute configured as required. If the Unexplained Difference Must Be Zero option is enabled, the attributes Unexplained Difference row in the Balance Summary table must show all zeros before the preparer can submit the reconciliation.

- When a preparer submits a reconciliation, responsibility passes to the first reviewer in the workflow, and the status changes to Open with Reviewer. An email notification is sent to the reviewer. If the reconciliation has no reviewers, the status changes to Closed.

- When a reviewer approves a reconciliation, responsibility passes to the next reviewer in the workflow, if there is one, and status remains Open with Reviewer. An email notification is sent to the reviewer. If the reconciliation has no other reviewers, the status changes to Closed.

- When a reviewer rejects a reconciliation, responsibility returns to the preparer, and the status changes to Open with Preparer. Reviewers should add a comment to a rejected reconciliation.

Reviewers can "flag" transactions that need attention. Flagged transactions display a flag icon to enable preparers to find them easily. A reviewer can delete only their own comments. After the reconciliation status changes to Closed, however, comments cannot be deleted.

To submit, approve, or reject reconciliations:

1. Select a reconciliation.

2. Select Actions, and then Open.

3. Submit, Approve, or Reject the reconciliation.

Reassigning Preparers and Reviewers

An Administrator or Power User can reassign:

- The current preparer for reconciliations with the status Open with Preparer

- The current reviewer for reconciliations with the status Open with Reviewer

To reassign preparers and reviewers:

1. Select a reconciliation with the status Open with Preparer or Open with Reviewer.

Note:

Administrators and Power Users can also reassign preparers and reviewers by using the Add/Set User pane in the Actions panel of the Reconciliation List View.

2. Select Actions, and then View.

3. Select Actions, and then Reassign User.

4. Select a user.

5. Click OK, and then click Close.

Updating Reconciliation Attributes

An Administrator or Power User can update attributes on reconciliations on the Reconciliation List, either on the list or on the Set User pane in the Actions Panel.

To update reconciliation attributes:

1. On the Reconciliation list, select a reconciliation and click Actions, and then Edit.

2. On the Properties tab, use the following rules to make attribute updates:

Table 25-1 Rules to Make Attribute Updates

Attribute

Pending Reconciliation Status

Open Reconciliation Status

Closed Reconciliation Status

Account ID / Profile ID

No

No

No

Account Name

Yes

Yes

Yes

Account Description

Yes

Yes

Yes

Process

Yes

Yes

Yes

Format

No

No

No

Risk Rating

Yes

Yes

Yes

Account Type

Yes

Yes

Yes

Normal Balance

No in Release 11.1.2.4.

No

No

Auto Reconciliation Attributes

Yes

No

No

Maximum Age - Adjustment

Yes

No (due to aging violations flag)

No (due to aging violations flag)

Maximum Age - Balance Explanation

Yes

No

Yes

Enter Source System Balances manually

Yes

Yes

Yes

Enter Subsystem Balances manually

Yes

Yes

Yes

Instructions

Yes

Yes

Yes

Instruction References

Yes

Yes

Yes

Currency – Enabled

Yes

No

No

Currency - Default Currency

Yes, but only for enabled buckets

Yes, but only for enabled buckets

Yes, but only for enabled buckets

Historical Rate

Yes

No

No

Rate Type

Yes

No

No

Access – Viewers

Yes

Yes

Yes

Access – Commentators

Yes

Yes

Yes

Profile Custom Attributes

Yes (add, remove, or change values)

Yes (add, remove, or change values)

Yes (add, remove, or change values)

Start Date

Yes

No

No

Adding Reconciliation Comments (to summary tab), subject to role assignment

Yes

Yes

Yes

Adding Transaction Comments, subject to role assignment

Yes

Yes

Yes

Summary Reconciliation Attributes

Summary Reconciliation Yes/No Attribute

No

No

No

Add / Removing Child Accounts

No

No

No

Current Workflow User

Change assigned user to a different user

Yes

Yes

Yes

Frequency

No

No

No

Duration

Yes

Yes

Yes

Prior Workflow User

Change assigned user to a different user

Yes

Yes

Yes

Frequency

No

No

No

Duration

Yes

Yes

Yes

Future Workflow User

Change assigned user to a different user

Yes

Yes

Yes

Frequency

No

No

No

Duration

Yes

Yes

Yes

Adding / Removing Reviewer Levels

Add Future Reviewer Level

Yes

Yes

No

Remove Future Reviewer Level

Yes

Yes

No

Reopening Reconciliations

Administrators and power users can reopen closed reconciliations.

Reopening a reconciliation:

- Reverts the status to Open with Preparer

- Sends an email notification to the preparer the next morning

To reopen reconciliations:

1. On the Reconciliation list, double click a reconciliation with a Closed status.

2. On the Summary tab, select Actions, and then Reopen.

A confirmation is displayed, then click OK.

3. Select the user to reopen the reconciliation to. For example, a preparer or reviewer.

4. Click Close.

Closing and Locking Periods

Closing a period prevents new reconciliations from being started but allows reconciliations that are in progress to be completed. Locking a period prevents changes to reconciliations for the period.

To close periods:

1. Select Manage, and then Periods.

2. Select a period.

3. Click Actions, then Set Status, and then Close.

To lock periods:

1. Select Manage, and then Periods.

2. Select a period.

3. Select Actions, then Set Status, and then Lock.

26 Using Report Binders

Related Topics

- Generating Report Binders

- Viewing Report Binders

Generating Report Binders

Generating Report Binders is enabled in the List View.

To generate report binders:

1. In your application, select a path:

- Select Tools, and then Generate Report Binder.

- Select Manage, and then Periods. Select Actions, and then Generate Report Binder.

2. Enter this information:

a. In Report Binder Name, enter a name.

b. In Description, enter a binder description.

c. Optional: Select Include Attachments.

- Attachments

Note:

Including attachments in the report greatly increases the size of the report and may affect performance.

- Include Transaction Detail

d. Optional: Select Include Transaction Detail.

3. If the report binder is generated from the Tools menu, then select which reconciliations to export:

- Selected Reconciliations

- All Reconciliations

4. Click Generate.

5. From File Download, select Open or Save.

If you clicked Save, the Save As dialog box is displayed, and the ZIP file name is displayed in File name at the bottom. Select a directory for the ZIP file, click Save, and then Close.

6. Click Close.

Viewing Report Binders

When you generate a report binder, it is output in one zipped file. The ZIP file name is the name that you specified for the Report Binder. The report pages are merged into an HTML report, with page breaks for sections as required, so the report can be printed with a print command. If you choose to include transaction detail, then full transaction records are included following each reconciliation summary. If you choose to include attachments, a separate attachment appendix, containing links to attachments, is created, which you can print separately. Attachments are downloaded to separate folders.

If you saved the report binder as a ZIP file, you can extract everything from the ZIP, which creates a directory structure with the same name as the report binder. You can see the report binder by opening the HTML page in the directory.

The report page contains this information:

- Account Name

- Warnings

- Balance Summary

- Additional Properties

- Workflow

- History

- Questions

- Attachments

- Comments

To view report binders:

1. Navigate to the directory in which you downloaded the ZIP file, and double-click the file.

2. Extract the ZIP files to the desired directory.

3. Navigate to that directory and locate the subdirectory that matches the ZIP file name.

4. From the subdirectory, double-click Index.html to view the report binder.

A Reason Codes for Account Reconciliation Auto-reconciliation Failures

The following table lists the reasons why certain accounts did not auto-reconcile:

Table A-1 Reasons Why Certain Accounts Did Not Auto-Reconcile

Reason Code

Description

Applies to

Activity not zero

The activity of the reconciliation is not zero for the enabled currency buckets

Applies to reconciliations configured with the following auto reconciliation methods:

- No activity

- Balance is zero and no activity

Balance not zero

The balance of the reconciliation is not zero for the enabled currency buckets

Applies to reconciliations configured with the following auto reconciliation methods:

- Balance is zero

- Balance is zero and no activity

Balance not within range

The balance of the account is not within the authorized range for the enabled currency buckets

Applies to reconciliations configured with the following auto reconciliation methods

- Balance is within range

- Balance is within range and no activity

Match tolerance exceeded

The difference between the source and subsystem balances exceeds the tolerance level authorized for the enabled currency buckets

Applies to reconciliations configured with the following auto reconciliation methods:

- Balance match (% tolerance)

- Balance match (# tolerance)

No prior reconciliation

There is no prior reconciliation in existence

Applies to reconciliations configured with the following auto reconciliation methods:

- Balance is zero and no activity

- Balance is within range and no activity

Prior reconciliation is not closed

A prior reconciliation exists for the account, but the status of the prior reconciliation is not closed

Applies to reconciliations configured with the following auto reconciliation methods:

- Balance is zero and no activity

- Balance is within range and no activity

Source system balance does not exist

No source system balances exist for the account/period

Applies to all auto reconciliation methods

Source system balance does not exist for all enabled currency buckets

Source system balances are missing for some of the reconciliation’s enabled currency buckets

Applies to all auto reconciliation methods

Subsystem balance does not exist

No subsystem balances exist for the account/period

Applies to reconciliations configured with the following auto reconciliation methods:

- Balance match (% tolerance)

- Balance match (# tolerance)

Subsystem balance does not exist for all enabled currency buckets

Subsystem balances are missing for some of the reconciliation’s enabled currency buckets

Applies to reconciliations configured with the following auto reconciliation methods:

- Balance match (% tolerance)

- Balance match (# tolerance)

Transactions exist in the reconciliation

Transactions have been added to the reconciliation

Applies to all auto reconciliation methods

B Order of Precedence Rules for Account Reconciliation

Sucessfully executing a rule may prevent a later rule from being invoked. For example, if a customer assigns an auto-reconciliation rule to a reconciliation, and the auto-reconciliation succeeds, then any rule tied to the Submit function (such as require reconciliation attachment) would never be invoked.

Table B-1 Order of Precedence Rules

Rule

Rule Type

Runs When

Precedence Notes

Auto Approve Reconciliation

Format/Profile Rule

- Reconciliation status changes to Open with Reviewer.

- During post-processing of data loads to handle cases where the rule is based on balance conditions that may be satisfied as a result of the data load process.

If multiple Auto Approve rules are configured, then the success of any rule causes the reconciliation to be automatically approved.

Auto Submit Reconciliation

Format/Profile Rule

- Reconciliation status changes from Pending to Open with Preparer.

- During post-processing of data loads to handle cases where the reconciliation is already open, but conditions are satisfied as a result of the data load process.

The Copy Transactions Rule is processed before the Auto Submit Reconciliation Rule is evaluated.

Copy Transactions

Copies the transactions from the same reconciliation in the last reconciliation performed by the user.

This copy function behaves the same as the Copy Transactions from Prior Reconciliation window. The transactions, transaction attachments, and transaction comments from the previous reconciliation that are copied are selected based on the conditions established.

Format Transaction Rule

Reconciliation status changes from Pending to Open with Preparer.

The Copy Transactions Rule is processed before the Auto Submit Reconciliation Rule is evaluated.

Prevent Amount Edit

Format Transaction Rule

When Preparer accesses the Transaction Detail dialog box.

When the conditions associated with the rule are met, the Preparer cannot edit the transaction amount through the application (the amount attribute is disabled, and any override features for calculated amounts are also disabled). In addition, import validations prevent editing the Amount through import.

Prevent Reconciliation Approval

Format/Profile Rule

Approver clicks Approve

Rules triggered when the approver clicks Approver. Can be evaluated in any order. If any rule succeeds, then the Approve function is prevented.

Prevent Reconciliation Submission

Format/Profile Rule

Preparer clicks Submit.

Rule triggered when the preparer clicks Submit. Can be evaluated in any order (the order is irrelevant). If any rule succeeds, then the Submit function is prevented.

Prevent Transaction Delete

Format Transaction Rule

Preparer clicks transaction Delete.

Rule triggered when the preparer clicks Delete. Can be evaluated in any order. If any rule succeeds, then the Delete function is prevented.

Prevent Transaction Save

Format Transaction Rule

Preparer clicks transaction Save

Rules triggered when the preparer clicks the transaction Save. Can be evaluated in any order (the order is irrelevant). If any rule succeeds, then the Submit function is prevented.

Require Transaction Attachment

Format Transaction Rule

Preparer clicks transaction Save

Rules triggered when the preparer clicks the transaction Save. Can be evaluated in any order. If any rule succeeds, then the Submit function is prevented.

Require Reconciliation Attachment

Format/Profile Rule

Preparer clicks Submit

Rule triggered when the preparer clicks Submit. Can be evaluated in any order. If any rule succeeds, then the Submit function is prevented.

Set Attribute Value

Format/Profile Rules

According to “Run When” attribute configuration:

Profile attribute: Before profile is copied to period.

Format/Profile Rules

C Standard Currency Codes

This section contains the following subtopics:

- Currency Codes AED - ITL

- Currency Codes JMD - USS

- Currency Codes UYI - ZWL

Currency Codes AED - ITL

The following list is the standard currencies:

Table C-1 Currency Codes A — I

Currency Code

Country

Currency Code

Country

AED

UAE Dirham

CVE

Cape Verde Escudo

AFN

Afghani

CYP

CYP

ALL

Lek

CZK

Czech Koruna

AMD

Armenian Dram

DEM

German Mark

ANG

Netherlands Antillean Guilder

DJF

Djibouti Franc

AOA

Kwanza

DKK

Danish Krone

ARS

Argentine Peso

DOP

Dominican Peso

ATS

Austrian Schilling

DZD

Algerian Dinar

AUD

Australian Dollar

EEK

Estonia

AWG

Aruban Guilder

EGP

Egyptian Pound

AZN

Azerbaijanian Manat

ERN

Nakfa

BAM

Convertible Mark

ESP

Spain

BBD

Barbados Dollar

ETB

Ethiopian Birr

BDT

Taka

EUR

Euro

BEF

Belgium

EUR

Euro

BGN

Bulgarian Lev

FIM

Finland

BHD

Bahraini Dinar

FJD

Fiji Dollar

BIF

Burundi Franc

FKP

Falkland Islands Pound

BMD

Bermudian Dollar

FRF

French Franc

BND

Brunei Dollar

GBP

Pound Sterling

BOB

Boliviano

GEL

Lari

BOV

Mvdol

GHS

Cedi

BRL

Brazilian Real

GIP

Gibraltar Pound

BSD

Bahamian Dollar

GMD

Dalasi

BTN

Ngultrum

GNF

Guinea Franc

BWP

Pula

GRD

Greece

BYR

Belarussian Ruble

GTQ

Quetzal

BZD

Belize Dollar

GYD

Guyana Dollar

CAD

Canadian Dollar

HKD

Hong Kong Dollar

CDF

Congolese Franc

HNL

Lempira

CHE

WIR Euro

HRK

Croatian Kuna

CHF

Swiss Franc

HTG

Gourde

CHW

WIR Franc

HUF

Forint

CLF

Unidades de fomento

IDR

Rupiah

CLP

Chilean Peso

IEP

Ireland

CNY

Yuan Renminbi

ILS

New Israeli Sheqel

COP

Colombian Peso

INR

Indian Rupee

COU

Unidad de Valor Real

IQD

Iraqi Dinar

CRC

Costa Rican Colon

IRR

Iranian Rial

CUC

Peso Convertible

ISK

Iceland Krona

CUP

Cuban Peso

ITL

Italian Lira

Currency Codes JMD - USS

Table C-2 Currency Codes J — U

Currency Code

Country

Currency Code

Country

JMD

Jamaican Dollar

NZD

New Zealand Dollar

JOD

Jordanian Dinar

OMR

Rial Omani

JPY

Yen

PAB

Balboa

KES

Kenyan Shilling

PEN

Nuevo Sol

KGS

Som

PGK

Kina

KHR

Riel

PHP

Philippine Peso

KMF

Comoro Franc

PKR

Pakistan Rupee

KPW

North Korean Won

PLN

Zloty

KRW

Won

PTE

Portugal

KWD

Kuwaiti Dinar

PYG

Guarani

KYD

Cayman Islands Dollar

QAR

Qatari Rial

KZT

Tenge

RON

Leu

LAK

Kip

RSD

Serbian Dinar

LBP

Lebanese Pound

RUB

Russian Ruble

LKR

Sri Lanka Rupee

RWF

Rwanda Franc

LRD

Liberian Dollar

SAR

Saudi Riyal

LSL

Loti

SBD

Solomon Islands Dollar

LTL

Lithuanian Litas

SCR

Seychelles Rupee

LUF

Luxembourg

SDG

Sudanese Pound

LVL

Latvian Lats

SEK

Swedish Krona

LYD

Libyan Dinar

SGD

Singapore Dollar

MAD

Moroccan Dirham

SHP

Saint Helena Pound

MDL

Moldovan Leu

SIT

Slovenia, Tolar

MGA

Malagasy Ariary

SKK

Slovakia, Koruna

MKD

Denar

SLL

Leone

MMK

Kyat

SOS

Somali Shilling

MNT

Tugrik

SRD

Surinam Dollar

MOP

Pataca

STD

Dobra

MRO

Ouguiya

SVC

El Salvador Colon

MTL

Malta

SYP

Syrian Pound

MUR

Mauritius Rupee

SZL

Lilangeni

MVR

Rufiyaa

THB

Baht

MWK

Kwacha

TJS

Somoni

MXN

Mexican Peso

TMT

New Manat

MXP

Old Mexican Peso

TND

Tunisian Dinar

MXV

Mexican Unidad de Inversion (UDI)

TOP

Pa’anga

MYR

Malaysian Ringgit

TRY

Turkish Lira

MZN

Metical

TTD

Trinidad and Tobago Dollar

NAD

Namibia Dollar

TWD

New Taiwan Dollar

NGN

Naira

TZS

Tanzanian Shilling

NIO

Cordoba Oro

UAH

Hryvnia

NIS

Israel Shekel

UGX

Uganda Shilling

NLG

Dutch Guilders

USD

US Dollar

NOK

Norwegian Krone

USN

US Dollar (Next day)

NPR

Nepalese Rupee

USS

US Dollar (Same day)

Currency Codes UYI - ZWL

Table C-3 Currency Codes U - Z

Currency Code

Country

UYI

Uruguay Peso en Unidades Indexadas (URUIURUI)

UYU

Peso Uruguayo

UZS

Uzbekistan Sum

VAL

Vatican City

VEF

Bolivar Fuerte

VND

Dong

VUV

Vatu

WST

Tala

XAF

CFA Franc BEAC

XCD

East Caribbean Dollar

XOF

CFA Franc BCEAO

XPF

CFP Franc

YER

Yemeni Rial

ZAR

Rand

ZAR

South African Rand

ZMK

Zambian Kwacha

ZWL

Zimbabwe Dollar

D Supported Time Zones in Organization Units

The following section lists the supported time zones and the import file format.

The Excel sheet lists the complete list of time zones that are supported by the application, their code and their offsets. The last column gives the import file format. Specify the time zone column in this exact format. Any other format or any other string in the time zone column of the CSV file will be rejected.

Note:

The empty columns in the Excel worksheet represent more than one time zone which is represented by same code and offset.

Example:

Table D-1 Supported Time Zones in Organization Units

Time Zone

Code

Offset

Internal Code

How they are listed in the import file

Phoenix -

Mountain Time MT

(UTC-07:00)

America/Phoenix

MT (UTC-07:00)

Mountain Time, Canada

America/Edmonton

Chihuahua - Mexico Time 2

America/Chihuahua

Mexico Time 2

America/Mazatlan

Denver - Mountain Time

America/Denver

All the above time zones are represented using MT (UTC-07:00). During import there is no way to distinguish them. In such cases, the system will assume the time zone of the first time zone available (which is the row where the code and offset are specified.) User can always change the time zone from the setup dialog after import.

Table D-2 Supported Times Zones in the Organization for Import Files

TimeZone

Code

Offset

Internal Code

How they are mentioned in the import file

Midway - Samoa Time

ST

(UTC-11:00)

Pacific/Midway

ST (UTC-11:00)

Pago Pago - Samoa Time

Pacific/Pago Pago

Honolulu - Hawaii Time

HT

(UTC-10:00)

Pacific/Honolulu

HT (UTC-10:00)

Alaska Time

AKT

(UTC-09:00)

America/Anchorage

AKT (UTC-09:00)

Vancouver - Pacific Time (Canada)

America/Vancouver

Tijuana - Pacific Time

America/Tijuana

Los Angeles - Pacific Time

PT

(UTC-08:00)

America/Los Angeles

PT (UTC-08:00)

Phoenix - Mountain Time

MT

(UTC-07:00)

America/Phoenix

MT (UTC-07:00)

Mountain Time, Canada

America/Edmonton

Chihuahua - Mexico Time 2

America/Chihuahua

Mexico Time 2

America/Mazatlan

Denver - Mountain Time

America/Denver

Chicago - Central Time

CT

(UTC-06:00)

America/Chicago

CT (UTC-06:00)

Central Time (Canada)

America/Winnipeg

Costa Rica - Central America Time

America/Costa Rica

El Salvador - Central America Time

America/El Salvador

Guatemala - Central America Time

America/Guatemala

Managua - Central America Time

America/Managua

Regina - Central Time

America/Regina

Mexico City - Mexico Time

MT

(UTC-06:00)

America/Mexico City

MT (UTC-06:00)

Bogota - Colombia Time

COT

(UTC-05:00)

America/Bogota

COT (UTC-05:00)

Guayaquil - Ecuador Time

ECT

(UTC-05:00)

America/Guayaquil

ECT (UTC-05:00)

Lima - Peru Time

PET

(UTC-05:00)

America/Lima

PET (UTC-05:00)

New York - Eastern Time

ET

(UTC-05:00)

America/New York

ET (UTC-05:00)

Montreal - Eastern Time (Canada)

America/Montreal

Indianapolis - Eastern Time

America/Indianapolis

Panama - Eastern Time

America/Panama

Caracas - Venezuela Time

VET

(UTC-04:30)

America/Caracas

VET (UTC-04:30)

Puerto Rico - Atlantic Time

AT

(UTC-04:00)

America/Puerto Rico

AT (UTC-04:00)

Canada Atlantic Time

America/Halifax

Santiago - Chile Time

CLT

(UTC-04:00)

America/Santiago

CLT (UTC-04:00)

Buenos Aires

ART

(UTC-03:00)

America/Buenos Aires

ART (UTC-03:00)

Godthab - Western Greenland Time

WGT

(UTC-03:00)

America/Godthab

WGT (UTC-03:00)

Sao Paulo - Brasilia Time

BRT

(UTC-03:00)

America/Sao Paulo

BRT (UTC-03:00)

St Johns - Newfoundland Time

NT

(UTC-03:30)

America/St Johns

NT (UTC-03:30)

Noronha - Fernando de Noronha Time

FNT

(UTC-02:00)

America/Noronha

FNT (UTC-02:00)

Azores - Azores Time

AZOT

(UTC-01:00)

Atlantic/Azores

AZOT (UTC-01:00)

Cape Verde - Cape Verde Time

CVT

(UTC-01:00)

Atlantic/Cape Verde

CVT (UTC-01:00)

Casablanca - Western European Time

WET

(UTC+00:00)

Africa/Casablanca

WET (UTC+00:00)

Dublin - Greenwich Mean Time

GMT

(UTC+00:00)

Europe/Dublin

GMT (UTC+00:00)

Lisbon - Western European Time

WET

(UTC+00:00)

Europe/Lisbon

WET (UTC+00:00)

London - Greenwich Mean Time

GMT

(UTC+00:00)

Europe/London

GMT (UTC+00:00)

Nouakchott - Greenwich Mean Time

Africa/Nouakchott

Reykjavik - Greenwich Mean Time

Atlantic/Reykjavik

Coordinated Universal Time

UTC

(UTC+00:00)

Etc/UTC

UTC (UTC+00:00)

Lagos - Western African Time

WAT

(UTC+01:00)

Africa/Lagos

WAT (UTC+01:00)

Brussels - Central European Time

CET

(UTC+01:00)

Europe/Brussels

CET (UTC+01:00)

Algiers - Central European Time

Africa/Algiers

Amsterdam - Central European Time

Europe/Amsterdam

Belgrade - Central European Time

Europe/Belgrade

Berlin - Central European Time

Europe/Berlin

Budapest - Central European Time

Europe/Budapest

Copenhagen - Central European Time

Europe/Copenhagen

Luxembourg - Central European Time

Europe/Luxembourg

Madrid - Central European Time

Europe/Madrid

Oslo - Central European Time

Europe/Oslo

Paris - Central European Time

Europe/Paris

Prague - Central European Time

Europe/Prague

Rome - Central European Time

Europe/Rome

Stockholm - Central European Time

Europe/Stockholm

Tirane - Central European Time

Europe/Tirane

Tunis - Central European Time

Africa/Tunis

Vienna - Central European Time

Europe/Vienna

Warsaw - Central European Time

Europe/Warsaw

Zurich - Central European Time

Europe/Zurich

Cairo - Egypt Time

ET

(UTC+02:00)

Africa/Cairo

ET (UTC+02:00)

Harare - Central African Time

CAT

(UTC+02:00)

Africa/Harare

CAT (UTC+02:00)

Jerusalem - Israel Time

IT

(UTC+02:00)

Asia/Jerusalem

IT (UTC+02:00)

Johannesburg - South Africa Time

SAT

(UTC+02:00)

Africa/Johannesburg

SAT (UTC+02:00)

Athens - Eastern European Time

EET

(UTC+02:00)

Europe/Athens

EET (UTC+02:00)

Amman - Eastern European Time

Asia/Amman

Beirut - Eastern European Time

Asia/Beirut

Bucharest - Eastern European Time

Europe/Bucharest

Damascus - Eastern European Time

Asia/Damascus

Helsinki - Eastern European Time

Europe/Helsinki

Istanbul - Eastern European Time

Europe/Istanbul

Kiev - Eastern European Time

Europe/Kiev

Nicosia - Eastern European Time

Asia/Nicosia

Riga - Eastern European Time

Europe/Riga

Sofia - Eastern European Time

Europe/Sofia

Tallinn - Eastern European Time

Europe/Tallinn

Tripoli - Eastern European Time

Africa/Tripoli

Vilnius - Eastern European Time

Europe/Vilnius

Qatar - Arabia Time

AT

(UTC+03:00)

Asia/Qatar

AT (UTC+03:00)

Aden - Arabia Time

Asia/Aden

Baghdad - Arabia Time

Asia/Baghdad

Bahrain - Arabia Time

Asia/Bahrain

Kuwait - Arabia Time

Asia/Kuwait

Riyadh - Arabia Time

Asia/Riyadh

Moscow - Moscow Time

MSK

(UTC+03:00)

Europe/Moscow

MSK (UTC+03:00)

Nairobi - Eastern African Time

EAT

(UTC+03:00)

Africa/Nairobi

EAT (UTC+03:00)

Djibouti - Eastern African Time

Africa/Djibouti

Khartoum - Eastern African Time

Africa/Khartoum

Mogadishu - Eastern African Time

Africa/Mogadishu

Tehran - Iran Time

IRT

(UTC+03:30)

Asia/Tehran

IRT (UTC+03:30)

Baku - Azerbaijan Time

AZT

(UTC+04:00)

Asia/Baku

AZT (UTC+04:00)

Dubai - Gulf Time

GT

(UTC+04:00)

Asia/Dubai

GT (UTC+04:00)

Muscat - Gulf Time

Asia/Muscat

Kabul - Afghanistan Time

AFT

(UTC+04:30)

Asia/Kabul

AFT (UTC+04:30)

Karachi - Pakistan Time

PKT

(UTC+05:00)

Asia/Karachi

PKT (UTC+05:00)

Tashkent - Uzbekistan Time

UZT

(UTC+05:00)

Asia/Tashkent

UZT (UTC+05:00)

Yekaterinburg - Yekaterinburg Time

YEKT

(UTC+05:00)

Asia/Yekaterinburg

YEKT (UTC+05:00)

Calcutta - India Time

IT

(UTC+05:30)

Asia/Calcutta

IT (UTC+05:30)

Kathmandu - Nepal Time

NPT

(UTC+05:45)

Asia/Kathmandu

NPT (UTC+05:45)

Almaty - Alma-Ata Time

ALMT

(UTC+06:00)

Asia/Almaty

ALMT (UTC+06:00)

Colombo - Sri Lanka Time

LKT

(UTC+05:30)

Asia/Colombo

LKT (UTC+05:30)

Dhaka - Bangladesh Time

BDT

(UTC+06:00)

Asia/Dhaka

BDT (UTC+06:00)

Novosibirsk - Novosibirsk Time

NOVT

(UTC+06:00)

Asia/Novosibirsk

NOVT (UTC+06:00)

Rangoon - Myanmar Time

MMT

(UTC+06:30)

Asia/Rangoon

MMT (UTC+06:30)

Bangkok - Indochina Time

ICT

(UTC+07:00)

Asia/Bangkok

ICT (UTC+07:00)

Saigon - Indochina Time

Asia/Saigon

Jakarta - West Indonesia Time

WIT

(UTC+07:00)

Asia/Jakarta

WIT (UTC+07:00)

Krasnoyarsk - Krasnoyarsk Time

KRAT

(UTC+07:00)

Asia/Krasnoyarsk

KRAT (UTC+07:00)

Shanghai - China Time

CT

(UTC+08:00)

Asia/Shanghai

CT (UTC+08:00)

Taipei - China Time

Asia/Taipei

Hong Kong - Hong Kong Time

HKT

(UTC+08:00)

Asia/Hong Kong

HKT (UTC+08:00)

Irkutsk - Irkutsk Time

IRKT

(UTC+08:00)

Asia/Irkutsk

IRKT (UTC+08:00)

Kuala Lumpur - Malaysia Time

MYT

(UTC+08:00)

Asia/Kuala Lumpur

MYT (UTC+08:00)

Manila - Philippines Time

PHT

(UTC+08:00)

Asia/Manila

PHT (UTC+08:00)

Perth - Western Time (Australia)

WT

(UTC+08:00)

Australia/Perth

WT (UTC+08:00)

Singapore - Singapore Time

SGT

(UTC+08:00)

Asia/Singapore

SGT (UTC+08:00)

Seoul - Korea Time

KT

(UTC+09:00)

Asia/Seoul

KT (UTC+09:00)

Tokyo - Japan Time

JT

(UTC+09:00)

Asia/Tokyo

JT (UTC+09:00)

Yakutsk - Yakutsk Time

YAKT

(UTC+09:00)

Asia/Yakutsk

YAKT (UTC+09:00)

Adelaide - Central Time (SouthAustralia)

CT

(UTC+09:30)

Australia/Adelaide

CT (UTC+09:30)

Darwin - Central Time (Northern Territory)

Australia/Darwin

Brisbane - Eastern Time (Queensland)

ET

(UTC+10:00)

Australia/Brisbane

ET (UTC+10:00)

Guam - Chamorro Time

ChT

(UTC+10:00)

Pacific/Guam

ChT (UTC+10:00)

Sydney - Eastern Time (New South Wales)

ET

(UTC+10:00)

Australia/Sydney

ET (UTC+10:00)

Hobart - Eastern Time (Tasmania)

Australia/Hobart

Vladivostok - Vladivostok Time

VLAT

(UTC+10:00)

Asia/Vladivostok

VLAT (UTC+10:00)

Magadan - Magadan Time

MAGT

(UTC+11:00)

Asia/Magadan

MAGT (UTC+11:00)

Auckland - New Zealand Time

NZT

(UTC+12:00)

Pacific/Auckland

NZT (UTC+12:00)

Dateline Standard Time

UTC

(UTC+12:00)

Etc/GMT-12

UTC (UTC+12:00)

Fiji - Fiji Time

FJT

(UTC+12:00)

Pacific/Fiji

FJT (UTC+12:00)

Kamchatka - Petropavlovsk-Kamchatski Time

PETT

(UTC+12:00)

Asia/Kamchatka

PETT (UTC+12:00)

Tongatapu - Tonga Time

TOT

(UTC+13:00)

Pacific/Tongatapu

TOT (UTC+13:00)

E Order of Precedence Rules for Close Manager

Note:
This feature is available only in 11.1.2.4.100 (patch 20307212). For information about new features and updating to release 11.1.2.4.100, see My Oracle Support https://support.oracle.com

Executing a rule might prevent a rule established later from being invoked. For example, if a customer assigns an auto submit rule to a task, and the auto submit succeeds, then any rule tied to the Submit function (such as prevent task submission) would never be invoked.

Table E-1 Order of Precedence Rules

Rules

Rule Type

Runs When

Precedence Notes

Auto Approve Task

Template Rule

Schedule Rule

Task type Rule

Task Rule

Task status changes to Open with Approver.

If any rule is successful, then Auto Approval occurs.

Auto Submit Task

Template Rule

Schedule Rule

Task type Rule

Task Rule

Task status changes from Pending to Open with Assignee.

If any rule is successful, then Auto Submit occurs.

Prevent Task Approval

Template Rule

Schedule Rule

Task Type Rule

Task Rule

Approver clicks Approve.

If any rule is successful, then approval fails.

Prevent Task Submission

Template Rule

Schedule Rule

Task Type Rule

Task Rule

Assignee clicks Submit.

Rule triggered when the assignee clicks Submit. Can be evaluated in any order. If any rule succeeds, then the Submit function is prevented.

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