13th October 2021

Oracle Fusion General Ledger Cloud Service – Version 11.13.18.02.0 and later

 

Accounting Automation: Explained

Accounting automation streamlines and automates end-to-end accounting and transaction processes, including daily rates import, accounting creation, journal import, and journal posting. Data flows through all of the required processing steps without user intervention. Users are notified of exceptions and provided with the information to help resolve them. Additional users can optionally be notified of errors generated during the transaction accounting process.

 

Setup and Considerations

To use accounting automation, you can opt into the feature from the Offerings work area. When you opt-in, you’re automatically directed to the Manage Accounting Automation page where you can set up the automation. You can also open the Manage Accounting Automation page from the Setup and Maintenance work area using the Manage Accounting Automation task.

Note: If you use segment value security, or if you use or plan to use, any form of coexistence solution, such as Oracle Fusion Accounting Hub Reporting Cloud, you should not enable accounting automation.

 

 

 

On the Manage Accounting Automation page you can:

  • Enable automation for all ledgers (primary, secondary, and reporting currencies with currency conversion levels of Journal or Subledger).
  • Specify when to submit the automation.
  • Specify who should receive the email notification for each accounting automation run. The notification provides a summary of the processed data and a detailed listing of all errors.
  • Optionally specify who should receive an email notification for errors generated while processing transactions for a specific combination of the ledger (or ledger set) and error category. You can notify more than one user for the same ledger and error category combination. You can also specify a ledger of Any or No Ledger. With this selection, users can be notified of transactions that don’t have a ledger associated with them, such as daily rates import, and for scenarios where you want to include all ledgers.

The following table describes each error category.

 

Some additional considerations:

  • Accounting automation doesn’t process transactions that were created before the automation was enabled unless the accounting date on the transaction is the same as, or later than, the date the automation was enabled.
  • Doesn’t process incomplete batches for posting.
  • If you use Receivables and plan to enable accounting automation, you must schedule the Create Receivables Accounting process to run daily, before the Accounting Automation process scheduled time.

 

 

 

Users and Email Notifications

The accounting automation process produces two types of email notifications. One type is for the user specified in the Default User to Notify field on the Manage Accounting Automation page, and the other is for users specified in the Error Notifications section. The email subject for both types of notifications includes the date and time of the accounting automation run.

The default user receives a notification after every accounting automation run with information about the processed data and errors. Here’s an example of the email subject for the notification: Accounting Automation Results from 1/2/18 8:00 AM for Your Review.

The other users receive a notification for their assigned primary ledger (or ledger set) and error category, if errors occur. Here’s an example of the email subject for the notification: Accounting Automation on 1/2/18 8:00 AM Resulted in Issues Requiring Your Attention.

Notifications can include the following sections:

  • Posted Transactions Summary
  • Automation Errors Summary
  • Pending Approvals Summary
  • Automation Errors Details
  • Pending Approvals Details

 

Posted Transactions Summary

The Posted Transactions Summary section displays a summary of the posted balances by the ledger. Only the default user receives this summary. If no accounting transactions were successfully posted for any ledger after an accounting automation run, a message displays in place of this section.

The following figure shows an example of a posting summary. In this example, a total of 302 USD was posted to the ledger Vision Operations (USA).

 

The following table describes the columns that display in this section.

 

Automation Errors Summary

The Automation Errors Summary section displays a summary of the errors by ledger and error category. The default user and users who are assigned to the error category that has errors receive this summary.

The following figure shows an example of the errors summary.

In this example, the Vision Operations (USA) ledger has 3 transactions totaling 750 USD with currency conversion errors, and 23 transactions totaling 75,990 USD with period status errors. All of the errors were new for the latest accounting automation run, so the error counts of 3 and 23 appear in the New column. The Users Notified column is blank for both error rows, which indicates that no users were set up to receive notifications for the Vision Operations (USA) ledger and the Currency Conversion and Period Status error categories.

 

The following table describes the columns that display in this section.

 

Pending Approvals Summary

The Pending Approvals Summary section displays a summary of the journal batches, by aging bucket, that requires approval, are in the process of being approved, or were rejected. The default user and the users who are assigned the Approval error category receive this summary.

 

The following figure shows an example of the Pending Approvals Summary section. In this example, the Vision Operations (USA) ledger has two journal batches totaling 24,000 USD that have been pending approval within the last 4 to 7 days.

 

The following table describes the columns that display in this section.

 

Automation Errors Details

The Automation Errors Details section displays the detailed transactions or journals for the errors reported in the Automation Errors Summary section.

The following figure shows the transactions with the currency conversion errors reported in the Automation Errors Summary section. In this example, all three errors come from subledger transactions. For subledger transactions, the Transaction column provides the name of the subledger application, which in this example is Payables, and includes detailed information such as the invoice number and amount. The invoice currency is SGD and the error for all three rows indicates that SGD isn’t valid for the accounting date specified on each invoice. Possible corrective actions to resolve the issue are listed in the Error column after the errors. The sum of the accounted amounts is 750 USD, which is the amount reported in the Automation Errors Summary section.

Note: The information that appears in the Transaction column is related to the type of transaction. For example, for posting errors, the transaction information includes the journal batch name, the period name, and potentially a journal name and line number.

 

 

The following table describes the columns that display in this section.

 

Pending Approvals Details

The Pending Approvals Details section displays the details for the Pending Approvals Summary section.

Note: Accounting automation doesn’t submit approval for any type of journal batch. If a journal batch needs approval, it must be submitted for approval manually or through the AutoPost Journals process.

The following figure provides an example of two journal batches with pending approvals. The approval for one batch was rejected, and the other batch is in the process of being approved. Mary Johnson initiated the approval for both batches and it’s been 7 days since the last approval action for both.

 

 

The following table describes the columns that display in this section.

 

FAQs for Managing Accounting Automation

How can I provide users access to the log and output files for the accounting automation child processes?

Sign in to the Security Console as security manager and perform the following steps:

  1. Create a job role for the users who require access.
  2. Create a data security policy for the ESS_REQUEST_HISTORY object.

The following figure shows an example of the Policy page for a policy called Accounting Automation Read. The Policy page has these tabs: General Information, Role, Rule, and Action.

 

  • Assign the new job role to the policy.
  • Create a rule and select this value for the condition: ESS requests submitted by the Accounting Automation process.
  • To allow users to view the log and output files, select these actions: ESS_REQUEST_READ, ESS_REQUEST_OUTPUTREAD.
  • To allow users to cancel the Accounting Automation job, select the ESS_REQUEST_CANCEL action.

 

Author: Amr Aboushady, Sr. Oracle Functional Consultant