4Flexfields

This chapter contains the following:

Overview of Flexfield Use in Analyses

Flexfields are extensible sets of placeholder fields associated with business objects which can be placed on application pages. You can use flexfields to extend business objects and meet your data management requirements without changing the data model or performing any database programming. To include flexfields you have used for extension for use in analyses, you must enable them for business intelligence.

Extension of analyses using flexfields is available for Oracle Enterprise Resource Planning Cloud and Oracle Human Capital Management Cloud.

Flexfield Types

The following types of flexfields are available and provide a means to modify application features without programming:

  • Descriptive

  • Extensible

  • Key

Depending on the flexfield type, business intelligence enablement is performed differently and has different requirements. Once they are enabled for business intelligence, you can import any changes made to flexfields automatically using an import scheduled process.

Configure Key Flexfields for Transactional Business Intelligence

Enable Key Flexfields for Business Intelligence Reporting

To include flexfields in your analyses, you must enable them for Business Intelligence. Extensibility of analysis using flexfields is used for Enterprise Resource Planning and Human Capital Management. For Customer Relationship Management, the Extensibility Framework supports this.

To designate key flexfields as BI-enabled:

  1. In the Setup and Maintenance work area, go to the Manage Key Flexfields task.

  2. On the Manage Key Flexfields page, enter your search value in Key Flexfield Code.

  3. Click Manage Structure Instances.

  4. Enter your search value in Structure Instance Code.

  5. Click Edit to display the Edit Key Flexfield Structure Instance dialog box.

  6. Select the BI Enabled option, then click OK.

  7. For each flexfield segment instance, repeat steps 5 through 6.

  8. Click Save.

  9. Populate the BI Object Name for each of the segment labels:

    1. Query the Key Flexfield Code in the Manage Key Flexfields window.

    2. From the Actions menu, select Manage Segment Labels.

    3. Populate the BI Object Name for each segment label to be mapped. The BI Object Name for the following qualified segment labels should not be modified:

      Segment Label Code BI Object Name

      FA_COST_CTR

      Dim - Cost Center

      GL_BALANCING

      Dim - Balancing Segment

      GL_ACCOUNT

      Dim - Natural Account Segment

      Before you deploy a flexfield, you must access the Chart of Accounts Instance and assign the newly created segment label to the appropriate segment in the Chart of Accounts.

    4. Click Deploy Flexfield.

    5. Click Save and Close.

Overview of Supported Key Flexfields

Key flexfields are used to store internally defined codes unique to a particular business, specifying part numbers, general ledger accounts, and other business entities.

Product Area Key Flexfield Dimension

Fixed Assets

Category (CAT#)

Dim - Asset Category

Fixed Assets

Location (LOC#)

Dim - Asset Location

General Ledger

Accounting (GL#)

Dim - Balancing Segment

Dim - Cost Center

Dim - Natural Account

Payroll

Costing

Dim - Costing Segments

Supply Chain Management

Locator

Dim - Inventory Org

Supply Chain Management

Item Category

Dim - Item

Revenue Management

Pricing Dimensions (VRM)

Dim - VRM Segment

Budgetary Control

Budgeting (XCC)

Dim - XCC Segment

Map Non-Qualified Segments to BI Objects

To map non-qualified segments that must be mapped and used in analysis, create a new label and associate a BI object with the label. Associate this new segment label with the segment code.

To map non-qualified segments to BI objects:

  1. In the Setup and Maintenance work area, go to the Manage Key Flexfields task.

  2. On the Manage Key Flexfields page, search for the appropriate key flexfield code.

  3. From the Actions menu, select Manage Segment Labels.

  4. Click the Add Row icon.

  5. Enter the details for the Segment Label Code, including name, description, and BI Object name. Enter the BI object names carefully and note whether there is a space between Segment and the number.

    This table provides examples of Key Flexfields and associated BI object names.

    Key Flexfield BI Object Name

    Accounting (GL)

    Dim - GL Segment1 through Dim - GL Segment10

    Budgetary Control (XCC)

    Dim - XCC Segment1 through Dim - XCC Segment10

    Revenue Management (VRM)

    Dim - VRM Segment 1 through Dim - VRM Segment 10

  6. Complete the mapping by assigning unique segment labels to the key flexfields.

Set Up the GL Accounting Flexfields

This topic describes the workflow for setting up Accounting key flexfields, but these steps also apply for other key flexfields.

  • Understanding Accounting Key Flexfields

  • Identifying Accounting Key Flexfields

  • Assigning Unique Segment Labels

  • Performing Column Flattening

  • Designating GL Accounting Segment Instances as BI-Enabled

  • Deploying Accounting Key Flexfields

Understanding Accounting Key Flexfields

The Accounting Key Flexfield is used to identify GL accounts.

A chart of accounts segment is a component of the accounting key flexfield. Each segment has a value set attached to it to provide formatting and validation of the set of values used with that segment. The combination of segments creates the account combination used for recording and analyzing financial transactions. You must set up your Chart of Accounts (COA) as part of implementing Oracle Applications Cloud.

Examples of segments that may be found in a chart of accounts structure include Company, Cost Center, Department, Division, Region, Account, Product, Program, and Location.

The Natural Account segment of the General Ledger Accounting Key Flexfield defines the account used in the account combination to record transactions.

The logical segment dimensions in the Oracle BI metadata are Dim - Cost Center, Dim - Balancing Segment, Dim - Natural Account Segment and all Dim - GL Segmentndimensions. These dimension tables are populated from a Tree value object or from a Value Set value object. Which value is used depends on whether a tree was associated with the segment in the Oracle Applications Cloud setup:

  • For each segment associated with trees, two value objects are generated (Tree and TreeCode) with the following naming structure:

    FscmTopModelAM.AccountBIAM.FLEX_TREE_VS_segmentlabel_VI &

    FscmTopModelAM.AccountBIAM.FLEX_TREECODE_VS_segmentlabel_VI

  • For each segment without trees, one view object is generated with the following naming structure:

    FscmTopModelAM.AccountBIAM.FLEX_VS_ XXX_VI

In addition to the segment dimension tables, the BI Extension process also extends Flex BI Flattened VO; FscmTopModelAM.AccountBIAM.FLEX_BI_Account_VI. This view object has a pair of columns for each segment; segmentlabel_ and segmentlabel_c.

For example, for your Cost Center segment which has the segment label FA_COST_CTR, there are two columns in this view object, named FA_COST_CTR_ and FA_COST_CTR_c.

Identifying Accounting Key Flexfield Segments

Identify and map segments of the chart of accounts.

For each Chart of Accounts (Accounting Key Flexfield) used to analyze Transactional Business Intelligence facts, identify the segments of the chart of accounts. Map them to the Transactional Business Intelligence GL Accounting Segment logical dimensions.

Accounting Key Flexfield Segment Segment Label Transactional Business Intelligence GL Accounting Segment Logical Dimension

Balancing

GL_BALANCING

Dim - Balancing Segment

Natural Account

GL_ACCOUNT

Dim - Natural Account Segment

Cost Center

FA_COST_CTR

Dim - Cost Center

Other segments to be equalized across the charts of accounts

Other unique segment label

Dim - GL Segment n where n is an integer from 1 to 10

Assigning Unique Segment Labels

You must assign a unique segment label to the charts of accounts segments that are the balancing segments or the natural account segments. The segments must be also used for specific purposes.

For example, assign the Primary Balancing segment label to the segment used for your company or legal entities. That label provides a correct recording of intercompany transactions and company analysis. You can assign other segment labels when required.

To assign unique segment labels to charts of accounts segments:

  1. In the Setup and Maintenance work area, go to the Manage Charts of Accounts task and then navigate to the Manage Chart of Accounts page.

  2. In the Search section, enter the GL# for the Key Flexfield Code and click the Search button.

  3. In the Search Results section, select Accounting Flexfield and click the Manage Structures button to navigate to Manage Key Flexfield Structures.

  4. In the Search section, enter the chart of accounts code or the name for Structure Code or Name and click the Search button.

  5. In the Search Results section, select the chart of accounts and click Edit to navigate to the Edit Key Flexfield Structure window

  6. Select the Enabled check box to code-enable the Structure code.

  7. In the Segments section, select the applicable segments and click Edit to navigate to the Edit Key Flexfield Segment window.

  8. Select the Enabled check box to enable the segments.

  9. In the Segment Labels section, select the unique segment labels to equalize the segments across the charts of accounts. Click theshuttle to move the segments to the selected list.

  10. Click Save and Close to return to the Edit Key Flexfield Structure window.

  11. Click Done to return to the Manage Key Flexfields window.

Performing Column Flattening

Column flattening of trees is required in order for OTBI hierarchy analyses to be populated with correct data.

To flatten columns for account hierarchies:

  1. In the Setup and Maintenance work area, go to the Manage Trees and Tree Versions task and navigate to the Manage Trees and Tree Versions window.

  2. In the Search section, enter GL_ACCT_FLEX for the Tree Structure Code and the involved tree code or name, and click Search.

  3. In the Search Results section, select the tree version you want to flatten. If the status of the Tree Version is Draft, to make the Tree Version active, select Actions, then Status, and then Active.

  4. (Optional): After the tree version is specified, perform an audit on the Tree Version to ensure its integrity before launching the flattening job. Select Actions and then Audit. See the section on working with Trees in the Developer's Guide.

  5. Choose Column Flattening from the Actions menu.

  6. Click the Online Flattening button to launch the flattening job immediately. Or, click the Schedule Flattening button to schedule the flattening job according to your requirements.

Designating GL Accounting Segment Instances as BI-Enabled

Specify the applicable chart of accounts segment instances that are BI-enabled to make them available for use in Transactional Business Intelligence.

To specify the chart of accounts segment instances as BI-enabled:

  1. In the Search Results section of the Manage Key Flexfields window, select Accounting Flexfield and click the Manage Structure Instances button to navigate to the Manage Key Flexfield Structure Instances window.

  2. In the Search section, select the chart of accounts for Structure Name and click the Search button.

  3. In the Search Results section, select the structure instance and click Edit to navigate to the Edit Key Flexfield Structure Instance window.

  4. Check the Enabled check box to code-enable the structure instance.

  5. In the Segment Instances section, select the segment instances and click Edit to update. Each of the segment instances must be selected individually.

  6. Select the Business Intelligence enabled check box in the Edit Key Flexfield Segment pop-up window and click OK to return to Edit Key Flexfield Structure Instance window.

  7. After you have enabled all applicable segment instances for Business Intelligence, click Save and Close to save the changes and return to the Edit Key Flexfield Structure Instance window.

  8. Repeat steps 2 - 6 for each chart of accounts to enable all the applicable segment instances for Business Intelligence.

  9. Click Done to return to the Manage Key Flexfields window.

  10. After you have configured all the charts of accounts, click the Deploy Flexfield button to deploy the Accounting Flexfield and make the latest definition available for use.

Deploying Accounting Key Flexfields

After you have set up accounting key flexfields, you must deploy them.

Accounting key flexfields have one of the following deployment statuses:

  • Edited: The flexfield definition has not been deployed or changes have been made to the structure, the structure instances, or the value sets.

  • Patched: The flexfield definition has been modified through an update, but the flexfield has not yet been deployed so the updated definition is not reflected.

  • Deployed to Sandbox: The flexfield is deployed and available in a flexfield-enabled sandbox.

  • Deployed: The flexfield definition is deployed and available to end users.

  • Error: The deployment attempt failed.

To deploy accounting key flexfields:

  1. In the Setup and Maintenance work area, go to the Manage Chart of Accounts task.

  2. Click Search.

  3. Locate the Deployment Status column.

  4. Click the icon.

  5. Select Edited.

  6. Click Deploy Flexfield.

  7. Monitor the Deployment Status and when it reaches 100% click OK.

  8. Verify that a check mark displays in the Deployment Status column.

  9. Click Done.

Configure Descriptive Flexfields for Transactional Business Intelligence

Overview of Transactional Business Intelligence Configuration of Descriptive Flexfields

Configure descriptive flexfields to track unique information not typically found on business forms.

Descriptive flexfields can store several important details on a form without cluttering it. For example, several details may make an asset form heavy and unmanageable. However, the user still needs to access those details and therefore, they must be present on the form. In such cases, descriptive flexfields are convenient to use and are easy to manage.

Descriptive flexfields provide a way for you to add attributes to entities and to define validation and display properties for them. A descriptive flexfield is a logical grouping of attributes (segments) that are mapped to a set of extension columns which are shipped as part of Oracle Applications Cloud tables.

Configure Descriptive Flexfield Segments

If a descriptive flexfield is enabled for Oracle Business Intelligence, you can enable global and context segments for Oracle Business Intelligence, and you can select segment labels. Not all descriptive flexfields are supported for Business Intelligence.

Configuring a Descriptive Flexfield Segment

If a descriptive flexfield is enabled for Oracle Business Intelligence, you can enable global and context segments for Oracle Business Intelligence, and you can select segment labels. Not all descriptive flexfields are supported for Business Intelligence.

To configure available descriptive flexfield segments:

  1. In the Setup and Maintenance work area, go to the Manage Descriptive Flexfields task.

  2. If the BI Enabled option is cleared, select it.

  3. Select the options for deployment of the descriptive flexfields.

Set Descriptive Flexfields as BI-Enabled

If a descriptive flexfield is already defined, you can enable it for use in Business Intelligence reports. Not all descriptive flexfields are supported for Business Intelligence.

Setting a Flexfield as BI-Enabled

  1. In the Setup and Maintenance work area, go to the Manage Descriptive Flexfields task.

  2. Navigate to the Edit Descriptive Flexfields window.

  3. Enter the descriptive flexfield name.

  4. Check the BI Enabled option on the desired descriptive flexfields. If the option is unavailable, the flexfield is a non-supported entity.

  5. Click OK.

  6. Click Save.

Configure Extensible Flexfields for Transactional Business Intelligence

Configure Extensible Flexfields

You can use extensible flexfields to configure more segments.

An extensible flexfield is similar to a descriptive flexfield in that it provides an expansion space that you can use to configure additional attributes (segments) without additional programming. As with descriptive flexfields, each segment is represented in the database as a single column. However, with extensible flexfields, the context values and context-sensitive segments are stored in an extension table.

Categories and Contexts

You can combine and arrange the segments into attribute groups that are tailored to your specific needs. For example, you can group related segments so that they appear together on the page. The attribute groups are referred to as contexts. You can optionally set up an extensible flexfield to enable categorization of contexts.

You can add contexts and segments to extensible flexfields just like the descriptive flexfields. To see the extensible flexfields in analyses, you need to deploy them and then run the BI Extender Essbase scheduled process.

Configuring Extensible Flexfields

To configure extensible flexfields:

  1. In the Setup and Maintenance work area, go to the Manage Extensible Flexfield task.

  2. Search for the EFF you want to configure, then select it and click the Edit icon.

  3. In the Edit Extensible Flexfield dialog, highlight the category Display Name, then select Manage Contexts.

  4. In the Manage Context dialog, search for the context that contains the segment you want to configure, highlight it, then click the Edit icon.

  5. In the Edit Context dialog, click the Edit icon.

  6. Edit the segment, as required, then click Save.

Set Extensible Flexfields as BI-Enabled

Extensible flexfields are BI enabled if at least one segment in a context is BI enabled.

Setting Extensible Flexfields as BI-Enabled

To set extensible flexfields as BI-enabled:

  1. In the Setup and Maintenance work area, go to the Manage Extensible Flexfields task.

  2. Enter the extensible flexfield name; for example, Organization Information EFF.

  3. Select the applicable extensible flexfield, and then click Edit.

  4. Select the applicable Category. The category contexts are populated automatically.

  5. Click Manage Contexts

  6. In the Edit Context page, select the applicable Context, and then click Edit.

  7. Select the applicable Segment, and then click Edit.

  8. In the Edit Segment page, select the BI Enabled check box.

  9. Click Save.

Overview of the Essbase Rule File and Cubes

Generate the Essbase rule file by running the Create Rules XML File for BI Extender Automation scheduled process.

The Essbase rule file must be generated for all Oracle Essbase cubes mapped in the repository file (RPD).

Job Status Conditions

The process status displays one of these conditions.

  • INIT: The process has just begun and is waiting for the extender command line JAR to update the status with more details.

  • COMPLETED_NO_EXTENSION_NEEDED: No new Flexfield changes were detected in any of the Oracle Applications Cloud sources; because the RPD is already synchronized with all Flexfield changes, no changes were made in the RPD.

  • COMPLETED: The RPD was successfully updated with Flexfield changes and uploaded into the Oracle Business Intelligence server.

  • FAILED: Error conditions exist which require manual intervention.

Import Changes to Flexfields Automatically

Overview of Flexfield Change Import

You can use the Import Oracle Fusion Data Extensions for Transactional Business Intelligence scheduled process to import your flexfield changes.

Use the Import Oracle Fusion Data Extensions for Transactional Business Intelligence scheduled process to automatically import the following types of changes:

  • Key Flexfield changes

  • Descriptive Flexfield changes

  • Extensible Flexfield changes

The Import Oracle Fusion Data Extensions for Transactional Business Intelligence scheduled process imports extensible data, including data in descriptive flexfield segments, key flexfield segments, and General Ledger balances in Essbase cubes.

If you have changes to key flexfields and descriptive flexfields, you can import all the changes in the same scheduled process.

This is an Oracle Applications Cloud scheduled process; it is not related to BI Applications. Detailed information on this process can be found in Oracle Applications Cloud documentation.

Note: We strongly recommend that you backup the Oracle Business Intelligence Enterprise Edition prior to importing any flexfield changes.

Running the process disconnects all users from the server. You should not run this process when maintenance operations or system updates are being performed on the server.

Run the Import Scheduled Process

To import changes, run the Import Oracle Fusion Data Extensions for Transactional Business Intelligence scheduled process.

Running the Job

To run the process:

  1. In the Scheduled Processes window, select Search and Select: Name.

  2. Select Search and Select: Name.

  3. Highlight Import Oracle Fusion Data Extensions for Transactional Business Intelligence.

  4. Click OK.

  5. Schedule the process.

Process Status Conditions

When the process is finished, the biExtenderCMDUtility.jar writes the status of the process into the JNDI file ess_biExtenderEssJob_jobStatus, which can be viewed in Oracle WebLogic Server.

The process status displays one of the following conditions:

  • INIT: The process has just begun and is waiting for the extender command line JAR to update the status with more details.

  • COMPLETED_NO_EXTENSION_NEEDED: No new Flexfield changes were detected in any of the Oracle Applications Cloud sources; because the Oracle Business Intelligence is already synchronized with all Flexfield changes, no changes were made in the Oracle Business Intelligence.

  • COMPLETED: Oracle Business Intelligence was successfully updated with Flexfield changes and uploaded into the Oracle Business Intelligence Server.

  • COMPLETED: PROCESS_ERRORS: Oracle Business Intelligence was updated with the Flexfield changes but with some warnings that require manual intervention.

  • FAILED: Error conditions exist that require manual intervention.

Successful Import Process

If the import process is successful, you can perform the following actions:

  • Query subject areas by segment dimensions such as Balancing Segment and Cost Center.

  • Access DFF attributes for analyses.

  • Use the General Ledger - Balances Real Time subject area to query Oracle Essbase cubes.

Disable Flexfields as BI-Enabled

Overview

If you created a flexfield that you no longer want to use or report against, you can disable the flexfield as BI-enabled.

There may be times, such as during development phases, when you try using a flexfield and later determine it is no longer needed.

Note: If you are considering disabling flexfields, keep in mind that any flexfields created in Oracle Applications Cloud must be designated as BI-enabled to be exposed in Transactional Business Intelligence. If you disable a flexfield, it cannot be deployed. Also, error conditions may occur if you disable a descriptive flexfield that has been implemented in BI Applications.

If error conditions arise from disabling flexfields as BI-enabled, troubleshooting the errors can be difficult and time-consuming.

Disable Key Flexfields as BI-Enabled

If you created a flexfield that you no longer want to use or report against, you can disable the flexfield as BI-enabled.

If you are considering disabling key flexfields, keep in mind that any flexfields created in Oracle Applications Cloud must be designated as BI-enabled to be exposed in Transactional Business Intelligence.

Disabling Key Flexfields

To disable key flexfields as BI-enabled:

  1. In the Setup and Maintenance work area, go to the Manage Key Flexfields task.

  2. Enter your search value in Key Flexfield Code.

  3. Click Manage Structure Instances.

  4. Enter your search value in Structure Instance Code.

  5. Click Edit. The Edit Key Flexfield Structure Instance dialog box displays.

  6. In Edit Key Flexfield Segment Instance, deselect the BI Enabled option.

  7. Click OK, then Save.

Disable Descriptive Flexfields as BI-Enabled

If you created a flexfield that you no longer want to use or report against, you can disable the flexfield as BI-enabled.

If you are considering disabling descriptive flexfields, keep in mind that any flexfields created in Oracle Applications Cloud must be designated as BI-enabled to be exposed in Transactional Business Intelligence.

Disabling Descriptive Flexfields

To disable descriptive flexfields as BI-enabled:

  1. In the Setup and Maintenance work area, go to the Manage Descriptive Flexfields task.

  2. Enter the Descriptive Flexfield Name.

  3. Deselect the BI Enabled option on the desired descriptive flexfields.

  4. Click OK, then Save.

Disable Extensible Flexfields as BI-Enabled

If you created a flexfield that you no longer want to use or report against, you can disable the flexfield as BI-enabled.

If you are considering disabling extensible flexfields, keep in mind that any flexfields created in Oracle Applications Cloud must be designated as BI-enabled to be exposed in Oracle Transactional Business Intelligence.

Disabling Extensible Flexfields

To disable extensible flexfields as BI-enabled:

  1. In the Setup and Maintenance work area, go to the Manage Extensible Flexfields task.

  2. Enter the extensible flexfield Name; for example, "Organization Information EFF."

  3. Select the applicable extensible flexfield and click Edit to navigate to Edit Extensible Flexfield.

  4. Select the applicable Category. The category contexts are populated automatically.

  5. Click Manage Contexts to navigate to Manage Contexts.

  6. Select the applicable Context and click Edit to navigate to Edit Context.

  7. Select the applicable Segment and click Edit to navigate to Edit Segment.

  8. Deselect the BI Enabled option.

  9. Click Save.