The granular level of data stored in the sub-ledger can be used to generate the accounting entries It uses data along with implied allocations from expenses, taxes, investment income, and so on The sub-ledger generates bookings and reports to feed out to general ledgers, management reporting, and analysis tools By maintaining detailed data and handling complex calculations and reconciliations, it takes stress off general ledgers Note that the application only picks up data from the base insurance scenario that is marked for reporting This scenario is set on the Liability Calculation screen, for more information see the Create a Liability Calculation Definition section The application also picks up more than one set of data per LOA for sub-ledger processing This allows for GL consolidation, cloud migration, and provides the accuracy and suitability of ledger data.
Subledger supports currency conversion To enable or use this feature, the user must select the currency as reporting currency while creating the Subledger definition Please note that the system should also have the currency rate for the currency conversion as per the fic_mis_date before calling the sub-ledger run to add the journal balances as per the selected reporting currency.
Topics:
· Search for Subledger Definitions
· Map the Subledger Roles and Groups
· Create New Subledger Definition
· Execute a Subledger Definition
· Create a New Version of the Subledger Definition
You can access the Subledger window by clicking the Subledger element from the left-hand side menu When you click this element, the Subledger window is displayed:
Figure 41 The Subledger Definition Summary Window
This window displays the existing sub-ledger definitions in the Subledger Definition pane This window also enables you to define a new sub-ledger, edit the existing definitions, view the details of the existing definition, run the definitions, and create new versions of the existing definitions.
The Search feature enables you to filter the list of existing definitions and find the definitions that you require.
Figure 42 The Subledger Definition Summary Window
To search for definitions, select the required items from the Legal Entity and Line Of Business fields, and click Search
The list of sub-ledger definitions in the Subledger Definition table is refreshed and the definitions that match your search criteria are displayed.
Before you create Subledger definitions, perform the following User Role and Group Mappings and Approvals:
1. Log in as a System Administrator.
2. Navigate to Identity Management, followed by Security Management, User Administrator, and User Maintenance.
3. Add a new
user definition.
For more information, see the User Maintenance section in the OFS
Analytical Applications Infrastructure User Guide.
4. Log in as a System Authorizer.
5. Navigate to Identity Management, followed by Security Management, User Administrator, and User Authorization.
6. Authorize
the user that you created in step 3.
For more information about authorizing a user, see the User Authorization
section in the OFS
Analytical Applications Infrastructure User Guide.
7. Log in as a System Administrator.
8. Navigate to Identity Management, followed by Security Management, User Administrator, and User Group Map.
9. Map the user
to the IIA Application Approver Group and
IIA Application Analyst Group.
For more information about mapping a user to a User Group, see the User
Group Map section in the OFS
Analytical Applications Infrastructure User Guide.
10. Navigate to Identity Management, followed by Security Management, User Administrator, and User Group Role Map.
11. Map the User
Group UGIIAANALYST to Sub
Ledger Maker, and then map the User Group UGIIAAPPROVER
to Sub Ledger Checker.
For more information about mapping a User Group, see the User Group Role
Map section in the OFS
Analytical Applications Infrastructure User Guide.
12. Log in as a System Authorizer.
13. Authorize
the mappings that you performed in step 11.
For more information about authorizing a user, see the User Authorization
Section in the OFS
Analytical Applications Infrastructure User Guide.
NOTE:
You can use the same user that you created in the preceding steps for performing actions in the Subledger Manual Adjustment feature.
Perform the following steps to create new Subledger definitions:
NOTE:
If you want to import definitions created by you, then see the Object Migration Section in the OFS Analytical Applications Infrastructure User Guide.
1. In the Subledger Definition
Pane, click Add
to open the Subledger
Process Window.
Figure 43 The Subledger Process Window
2. Populate the Subledger Definition Pane in the Definition Details tab.
Field |
Description |
|---|---|
Fields marked with asterisks (*) in the window are mandatory. |
|
Legal Entity* |
Click Hierarchy Selection adjacent to this field Select the required Legal Entity from the Hierarchy Selection Window. For more information, see Hierarchy Selection. |
GAAP Code* |
Select a GAAP Code from the drop-down list. |
Line of Business |
Click Hierarchy Selection adjacent to this field Select the required Legal Entity from the Hierarchy Selection window. For more information, see Hierarchy Selection. |
Status |
This field is not editable and is in the Draft status. |
Run Type |
Select either Solo or Consolidated from the drop-down list. |
Reporting Currency |
Select a currency from the drop-down list. |
Version |
When creating a definition, the version is set to 0 You cannot change this value. |
Effective From Date |
Select an Effective Date from the calendar icon. |
Select General Ledger Accounts |
Click Hierarchy Selection to select a value from the following fields: Note You must create the members and hierarchies in the Member and Hierarchy Maintenance Window to populate data in this field For more information about creating members and hierarchies, see the OFS Analytical Applications Infrastructure User Guide. · Hierarchy Folder Select a Hierarchy folder from the drop-down. · Hierarchy Select a Hierarchy from the drop-down. · Members Add or remove members from the Selected Members Pane By default, all accounts will appear in this list. |
3. Click Save.
4. Select the Accounting Rules Tab.
Figure 44 The Accounting Rules Tab
5. Populate the Import Accounting Rules pane in the Accounting Rules Tab.
Field |
Description |
|---|---|
Fields marked with asterisks (*) in the window are mandatory. |
|
Legal Entity |
Click the Hierarchy Selection adjacent to this field Select the required Legal Entity from the Hierarchy Selection Window. For more information, see Hierarchy Selection. |
GAAP Code |
Select a GAAP Code from the drop-down list. |
Line of Business |
Click Hierarchy Selection adjacent to this field Select the required Legal Entity from the Hierarchy Selection Window. For more information, see Hierarchy Selection. |
Run Type |
Select either Solo or Consolidated from the drop-down list. |
Version |
When creating a definition, the version is set to 0 You cannot change this value. |
6. On the Accounting Rules Page, select the drop-down arrow to expand the table.
Figure 45 The Accounting Rules Tab with the Expanded Accounting Rules Pane
7. Populate the Accounting Rules Pane.
Field |
Description |
|---|---|
Hide Empty Rows |
Click Enable if you want to hide empty rows. When enabled, the empty rows in the Accounting Rules table are hidden. |
Accounting Attributes |
Select an attribute from the drop-down list. |
Debit Account |
Select a debit account from the drop-down list. |
Debit Source Account |
Select a credit account from the drop-down list. |
Credit Account |
Select a debit account from the drop-down list. |
Credit Source Account |
Select a credit account from the drop-down list. |
Modify Accounts for Opposite Signage |
Select this checkbox if you want to modify accounts for opposite signage. |
Journal Comments |
Enter the required journal comments for the Subledger. |
Workflow Comments |
Enter the required workflow comments for the Subledger. |
The pane allows you to perform the following actions:
· Insert a new row before
· Insert a new row after
· Delete selected rows
· Copy
8. Additionally, click Export Accounting Rules to download the Excel file on your system.
a. Fill the Excel file with the required data.
b. Copy the data from Excel and paste it into the respective columns in the Copy Accounting Rules Pane.
NOTE:
You must ensure the following:
· The data in the columns in the application must exactly match the data as per the columns in the Accounting Rules Excel If the rules data was not added correctly, then the system will give you a validation error and you must add the rules data correctly in the corresponding columns in the application.
· Your system must contain the same GL entries as per the entries in the Debit Account column in the Accounting Rules Excel If you copy and paste a GL entry that your system does not contain from Excel into the Debit Account column in the application, then the system will not validate it.
9. Click Save.
10. Click the Accounting Rules Criteria Tab.
Figure 46 The Accounting Rules Criteria Tab
11. Click Add to open the Accounting Rules Criteria Window.
c. In the Assumptions drop-down list, select an assumption You can link an input variable to multiple assumptions for a single expression The available options are:
§ Closing Position
§ Economic Assumptions
§ Economic Experience
§ New Business
§ Non-Economic Assumptions
§ Non-Economic Experience
§ Opening Position
d. In the Input Variables Pane, select the required input variables from the list to populate the Expression Pane.
e. In the Accounting Attributes Pane, select the required accounting attribute from the list to populate the Expression Pane.
f. In the Other Parameters Pane, select the required functions and operators The following are the available functions and operators:
§ Functions
— AND
— ABS
— Case
— Floor
— Greatest
— Least
— MOD
— OR
§ Operators
— Greater than
— Plus
— Minus
— Less Than
— Equal
g. After you have built your Expression, click Validate and Apply.
12. Click OK.
The condition is added to the Accounting Attribute.
NOTE:
A condition can be mapped to multiple attributes but an accounting attribute can be mapped only to a single condition For example, you have created Condition A and Condition B You have mapped Condition A to Accounting Attributes A1, A2, and A3 But the same Accounting Attributes cannot be mapped to Condition B.
13. Click the Aggregation Logic tab.
The Aggregation Attributes tab is displayed and contains the Cohort, Coverage Type, Inception Year, Level of Aggregation, Line of Business, Location, Onerous Classification, and Products Attributes.
This tab allows you to aggregate the results and pass journal entries at a chosen consolidated level Consolidated entries might give added insights into the impact of changes on the chosen grouping.
NOTE:
Only those Credit and Debit General Ledgers total balances that are associated with an Accounting Attribute are checked and added to the journal entry This ensures that only balanced journal entries are passed If there is an imbalance between the Accounting Attributes, then the Accounting Attributes General Ledger Balances will not be passed to the journal entries.
Figure 47 The Aggregation Logic Tab
14. Select the checkbox(s) adjacent to the required attributes.
15. Click Save.
16. Click the Source Run Tab.
Figure 48 The Source Run Tab
17. Select the required Source Runs This is the list of CSM or Liability Calculation Runs that have been executed. The Source Runs that appear in this tab, depending on the values that you selected in the Legal Entity, Line of Business, Calculation Method, Run Type, fields in the Definition Details tab
18. Click Save.
19. If you want to send it to the approver then click Submit.
After a Subledger definition has been submitted for approval, you cannot modify any fields You can modify the fields only if the Approver has rejected the Subledger definition.
The Audit Trail Pane at the bottom of the definition window displays the Created By, Creation Date, Last Modified by, and Last Modification Date details The User Comments field enables you to add additional information as a comment.
Perform the following steps to edit subledger definitions:
1. In the Subledger Definition table, select the checkbox adjacent to the subledger definition that you want to edit.
2. Click Edit, to open the Subledger Process window.
3. Update the required fields For more information, see Create a New Subledger Definition.
4. Click Save.
The saved definition is displayed in the Subledger Definition table on the Subledger Definition Summary window.
The Audit Trail pane at the bottom of the definition window displays the Created By, Creation Date, last modified by, and Last modification date details The User Comments field enables you to add additional information as a comment.
Perform the following steps to view subledger definitions:
1. In the Subledger Definition window, select the checkbox adjacent to the Subledger definition that you want to view.
2. Click View, to open the Subledger Process window.
3. Click Cancel to go back to the Subledger Definition window.
Perform the following steps to execute subledger definitions:
1. In the Subledger Definition table, select the checkbox adjacent to the subledger definition that you want to run.
2. Click Run, to open the Execute window.
Figure 49 The Execute window
3. In the Date Selection window, click the Calendar icon and select a date.
4. In the Version no field, enter a version of the definition that you want to execute.
5. In the Execution Description field, enter a description.
6. Click Execute.
The selected Subledger definition is marked for execution.
The subledger error logs can be viewed from the Batch Monitor screen from Common Object Maintenance and the Subledger Definition Summary page To view the subledger error log from the Batch Monitor screen, see the OFS AAI User Guide Perform the following steps to view subledger error logs from the Subledger Definition Summary page:
1. On the Subledger Definition Summary page, in the Run Status column, select the status link corresponding to the sub-ledger definition that you want to view the error log for The View Logger window appears.
Figure 50 The View Logger Window
2. Click the Log File drop-down list to select a log file.
3. Click View Log to populate the Log File Components pane.
4. Additionally, you can click Download if you want to download the selected log file.
5. Click Close to go back to the Subledger Definition window.
Finalizing a Subledger Run enables you to conclude the journal entries of the associated Base Run and Manual Adjustment Run You cannot finalize a Run more than once Before finalizing a Subledger Run, run the Base Subledger and approve it, then approve and run the Subledger Manual Adjustment (if any), then finalize the approval through the maker and checker process Note that a Subledger Manual Adjustment definition can only be modified before the Run is finalized.
To finalize a Subledger Run from the Subledger Definition Summary Window, perform the following steps:
NOTE:
You cannot finalize a Subledger Run that contains imbalanced
journals.
1. Log in as a Maker.
2. In the Subledger Definition Table, select the Subledger Definition that you want to send for approval to finalize.
Figure 51 The Subledger Definition Pane
3. In the Version Details column, click View to open the Version Details Pane.
Figure 52 The Version Details Pane
4. In the Number of Executions column, click the link to open the Finalize Pane.
The number in the Number of Executions Column corresponds to the number of Source Runs that you selected in the Source Run Tab of the Subledger Process Page The Run is picked from the most recent FIC MIS Date.
Figure 53 The Finalize Pane
5. In the Selected column, select the check box adjacent to the Subledger Run that you want to send for approval, and then click Submit.
The selected Subledger Run is sent for approval.
6. After the Subledger Approver has approved the Subledger Run for finalization, repeat steps 2, 3, and 4.
7. In the Selected column, select the check box adjacent to the Subledger Run that you want to finalize, and then click Finalize.
A message appears, confirming that the version was successfully finalized You can also download the .txt file containing the imbalanced journals for a selected date.
Perform the following steps to create a new version of an existing subledger definition:
1. In the Subledger Definition table, select the checkbox adjacent to the subledger definition that you want to edit.
2. Click New Version, to open the Subledger Process window.
NOTE:
You can create new versions only for the Approved definitions.
3. Update the required fields For more information, see Create New Subledger Definition.
4. Click Save.
The saved definition is displayed in the Subledger Definition table of the Subledger Definition Summary window.