Integration with Fixed Assets,
Purchasing, Payables,
Projects, General Ledger, etc
Session ID:
Enter to win: Oracle EBusiness Suite: A Fixed Assets
Perspective: Unlock the
Mystery of Oracle Assets
Remember to complete your evaluation for this session within the app!
10682
Prepared by:
Brian Bouchard
Global Backoffice Operations Manager
Donaldson Company
@bbouchard34
April 10, 2019 @ 4:30PM-5:30PM
Agenda
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Welcome / Introductions
Oracle Assets Overview
Oracle Integration Overview
Oracle Assets & Purchasing Integration
Oracle Assets & Payables Integration
Oracle Assets & Projects Integration
Oracle Assets & WebADI Integration
Oracle Assets & General Ledger Integration
Q&A
Introduction
Introduction
About the Presenter - Brian Bouchard
• Working with Oracle EBS / Cloud for 27 years
• Main focus was Oracle Financials (Assets)
• Roles: Fixed Asset Manager, Consultant, Trainer, Financial Systems Manager,
Global Backoffice Operations Manager, Entrepreneur
• Presented at Collaborate, Open World, GEOs, and AUSOUG
• Implemented over 35 full life cycle systems
• Authored a book on Fixed Assets
• Book Reviewer on 2 Oracle Books on R12 and HR
• Hold a patent & copyrights for a asset transfer & reporting solution
Oracle Assets
Overview
Oracle Assets Overview
Asset Processes
Oracle Assets Overview
Mass Additions Process
Oracle Assets Overview
Asset Record Requirements
• Descriptive Information
• Financial Information
• Distribution Information
Header
Header
Header or Assignment Button
– Asset Category (Items, AP, FA)
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– Employee (PO, AP, FA)
– Depreciation Expense
Account (FA)
– Location (FA)
Asset Details Tab
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Description (Items, PO, AP, FA)
Asset Key (FA)
Units (PO, AP, FA)
Asset Type (Items, PO, AP, FA)
Book (AP)
Cost (AP, FA)
Date Placed in Service (AP, FA)
Depreciate Flag (FA)
Depreciation Tab
– Depreciation Method (FA)
– Depreciation Life (FA)
Oracle Assets Overview
Asset Dependent Data Element
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Items
Suppliers
Employees
Asset Categories
Asset Key
Location
Depreciation
Books
• Projects
• Purchase Orders
• Invoices
• Accounts
• Ledgers
– Chart of Accounts
– GL Calendars
– Currencies
– Subledger Accounting Method
Oracle Integration
Overview
Oracle Integration Overview
Human
Resources
BOM
WIP
Cost
Management
Cash
Management
Enterprise
Asset
Management
Subledger
Accounting
Inventory
iProcurement
Receivables
General
Ledger
Purchasing
Assets
E-Business Tax
Payables
Projects
(Costing)
Report
Manager
Oracle Integration Overview
Oracle Assets and
Purchasing
Integration
Oracle Assets and Purchasing Integration
Scenarios:
1. Purchase Order with asset related Item
2. Purchase Order with no asset related item
Oracle Assets and Purchasing Integration
Scenarios: 1. Purchase Order with asset related Item
Oracle Assets and Purchasing Integration
Scenarios: 1. Purchase Order with asset related Item
Item Setup:
• Define Asset Category
• Expense Account
enter an Asset or CIP
Clearing account
Oracle Assets and Purchasing Integration
Scenarios: 1. Purchase Order with asset related Item
Purchase Order:
• Enter capital related
item
Oracle Assets and Purchasing Integration
Scenarios: 2. Purchase Order with no asset related item
Oracle Assets and Purchasing Integration
Scenarios: 2. Purchase Order with no asset related item
Purchase Order:
• Leave Item field
blank
Oracle Assets and
Payables Integration
Oracle Assets and Payables Integration
Integration:
Payables can integrate with either Oracle Assets or Oracle Projects or both.
Oracle Assets:
Interface invoices that are not related to projects. Identified by the Project and Task field – must be
blank. Account entered on Invoice must be defined in Assets as a CIP or Asset clearing account.
Oracle Projects:
Interface invoices that are related to projects. Identified by the Project and Task field – must be
populated.
Both Oracle Assets & Oracle Projects:
The flow of data is not an all or nothing flow, invoices depending upon data entered in Payables can
flow to either Assets or Projects. Many companies will force all asset related invoices through
Projects even if they are not associated to a true project.
Oracle Assets and Payables Integration
Scenarios:
1. Invoice matched to a PO with an asset related item
2. Invoice matched to a PO without an item
3. Asset related invoice directly entered into AP
Oracle Assets and Payables Integration
Scenarios: 1. Invoice matched to a PO with an asset related item
Oracle Assets and Payables Integration
Scenarios: 1. Invoice matched to a PO with an asset related item
Invoice Entry:
• Select Match
button
Oracle Assets and Payables Integration
Scenarios: 1. Invoice matched to a PO with an asset related item
Invoice Entry:
Comes from PO
which pulled the
values from the item
• Asset Category
• Expense Account
Comes from PO
• Supplier
• Units
Oracle Assets and Payables Integration
Scenarios: 1. Invoice matched to a PO with an asset related item
Assets (Mass Additions):
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Asset Category
Account
Supplier
Units
Oracle Assets and Payables Integration
Scenarios: 2. Invoice matched to a PO without an item
Oracle Assets and Payables Integration
Scenarios: 2. Invoice matched to a PO without an item
Invoice Entry:
• Select Match
button
Oracle Assets and Payables Integration
Scenarios: 2. Invoice matched to a PO without an item
Invoice Entry:
Comes from PO
• Supplier
• Expense Account
• Units
Oracle Assets and Payables Integration
Scenarios: 2. Invoice matched to a PO without an item
Assets (Mass Additions):
• Account
• Supplier
• Units
Oracle Assets and Payables Integration
Scenarios: 3. Asset related invoice directly entered into AP
Oracle Assets and Payables Integration
Scenarios: 3. Asset related invoice directly entered into AP
Invoice Header:
Defines the common information about the invoice: invoice number and date, supplier information,
remittance information, and payment terms. Information specified at the invoice header level
defaults down to the line level, but can be overridden.
Invoice Lines:
Defines the details of the goods and services as well as tax, freight, and miscellaneous charges
invoiced by a supplier. There can be multiple invoice lines for each invoice header. The Lines Tab
of the invoice Workbench captures all of the details for the invoice line necessary for accounting,
as well as for cross-product integration with other Oracle EBS applications, such as Assets, Grants
Accounting, Inventory, Projects, Purchasing, Property Manager, and Receivables.
Invoice Distributions:
Defines the source for an accounting entry generated from the invoice.
Oracle Assets and Payables Integration
Scenarios: 3. Asset related invoice directly entered into AP
Invoice Header:
Invoice Lines:
Invoice Distributions:
Oracle Assets and Payables Integration
Scenarios: 3. Asset related invoice directly entered into AP
Units:
Mass Additions: Interfaced to Assets
Oracle Assets and Payables Integration
Scenarios: 3. Asset related invoice directly entered into AP
Asset Units:
Invoice are entered directly into Payables with no matching to a Purchase Order. When an
invoice is entered directly into Payables without matching, the units that get interfaced to Oracle
Assets will be set to 1 regardless of how many units were invoiced.
Invoice Lines:
New in R12 – allows Payables to enter additional information about the item purchased that may
be Project or Asset related. Information entered would be integrated to other applications.
Note: Need to have a good understanding of the purpose for each field, they might seem to
have a purpose other than what they actual have.
Distribution Account = the expense account to be charged for the item (i.e. Asset Clearing
Account)
Oracle Assets and Payables Integration
Scenarios: 3. Asset related invoice directly entered into AP
Sample Invoice:
Oracle Assets and Payables Integration
Scenarios: 3. Asset related invoice directly entered into AP
Sample Invoice: - Option 1 – Enter details distribution level (as prior to R12) [Red = 11 lines]
– Total invoice amount to be entered at line level.
Oracle Assets and Payables Integration
Scenarios: 3. Asset related invoice directly entered into AP
Sample Invoice: - Option 1 – Enter details distribution level (as prior to R12) [Red = 11 lines]
– Total invoice amount to be entered at line level.
Oracle Assets and Payables Integration
Scenarios: 3. Asset related invoice directly entered into AP
Sample Invoice: - Option 1 – Enter details distribution level (as prior to R12) [Red = 11 lines]
– Total invoice amount to be entered at line level.
Mass Additions: Interfaced to Assets
Oracle Assets and Payables Integration
Scenarios: 3. Asset related invoice directly entered into AP
Sample Invoice: - Option 2 – Enter details line level [Red = 11 lines]
Oracle Assets and Payables Integration
Scenarios: 3. Asset related invoice directly entered into AP
Sample Invoice: - Option 2 – Enter details line level [Red = 11 lines]
Oracle Assets and Payables Integration
Scenarios: 3. Asset related invoice directly entered into AP
Sample Invoice: - Option 2 – Enter details line level [Red = 11 lines]
Mass Additions: Interfaced to Assets
Oracle Assets and Payables Integration
Scenarios: 3. Asset related invoice directly entered into AP
Sample Invoice: - Option 3 – Enter details LINE level [Blue = 6 lines]
Oracle Assets and Payables Integration
Scenarios: 3. Asset related invoice directly entered into AP
Sample Invoice: - Option 3 – Enter details LINE level [Blue = 6 lines]
Oracle Assets and Payables Integration
Scenarios: 3. Asset related invoice directly entered into AP
Sample Invoice: - Option 3 – Enter details LINE level [Blue = 6 lines]
Mass Additions: Interfaced to Assets
Oracle Assets and Payables Integration
Scenarios: 3. Asset related invoice directly entered into AP
Sample Invoice: - Option 4 – Enter as line details with distribution details
Oracle Assets and Payables Integration
Scenarios: 3. Asset related invoice directly entered into AP
Sample Invoice: - Option 4 – Enter as line details with distribution details
Oracle Assets and Payables Integration
Scenarios: 3. Asset related invoice directly entered into AP
Sample Invoice: - Option 4 – Enter as line details with distribution details
Mass Additions: Interfaced to Assets
Oracle Assets and Payables Integration
Scenarios: 3. Asset related invoice directly entered into AP
Invoice Lines: Asset related fields to interface
Oracle Assets and Payables Integration
Scenarios: 3. Asset related invoice directly entered into AP
Mass Additions: Interfaced to Assets
Oracle Assets and
Projects Integration
Oracle Assets and Projects Integration
Integration:
Projects will integrate with Payables and Cost Management to retrieve
costs/expenditures that are project related.
Oracle Payables:
Any invoices that are coded to a Project, Task, Expenditure Org, and Expenditure
Type. This would exclude invoices matched to a project related Purchase Order and
you are accruing upon receipt.
Oracle Cost Management:
If your company is accruing upon receipt, for all project related purchase orders,
once received (i.e. a receipt entered) received costs will be integrated to Projects
from iProcurement/Purchasing via Cost Management.
Oracle Assets and Projects Integration
Oracle Assets and Projects Integration
Oracle Projects:
o Accumulate costs associated with a Project / Task
o Serves as a “Subledger” for Oracle Assets – retain asset details
o Once Costs are ready to be capitalized – choose to interface to total cost or a portion
of the cost to Oracle Assets
o Generate a single or multiple assets to interface to Oracle Assets
o Generate additional costs to an existing asset in Oracle Assets
o If needed reverse costs from Oracle Assets back to Oracle Projects
Oracle Assets and Projects Integration
Project Setups - Project Level Defaults:
Project Setups - Project Structure:
Oracle Assets and Projects Integration
Projects Expenditures:
Projects Summary:
Oracle Assets and Projects Integration
Capitalized Assets in Projects:
Projects – Asset Details:
Oracle Assets and Projects Integration
Projects – Interfaced to Assets:
Projects – Interfaced to Assets (Mass Additions):
Oracle Assets and Projects Integration
Projects – Interfaced to Assets (Corrections):
Projects – Interfaced to Assets (Corrections):
Oracle Assets and
WebADI Integration
Oracle Assets and WebADI Integration
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An Excel based tool that allows users to enter asset details in an Excel
Spreadsheet and upload directly into Oracle Assets
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WebADI interfaces like Payables and Projects, directly to the Mass Additions
Interface Table.
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Upon uploading asset details, you can choose to post the records, thus
avoiding the Prepare Mass Additions step.
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Oracle provides seeded Excel templates for entering asset(s) that will contain
the data elements that are required
o Update templates
o Modify templates
o Create templates
Oracle Assets and WebADI Integration
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WebADI is useful when converting asset records from a legacy system
o Note that WebADI templates have the same restrictions as Excel. There is
a number of row limitation; depending on your version of Microsoft Excel.
This might not be the best solution for converting asset for very large
companies.
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WebADI uses the Oracle setup when entering asset data (i.e. asset category
values, location values, etc.)
In Oracle Release 12 WebADI replaces the client version of ADI.
Oracle Assets and WebADI Integration
Fixed Assets Navigation:
Oracle Assets and WebADI Integration
Seeded Templates
Oracle Assets and WebADI Integration
Seeded Templates
Oracle Assets and WebADI Integration
Modify Seeded Templates
• Log into Oracle and select the Desktop Integrator responsibility
• Select Define Layout from the Navigator
• Select Fixed Assets - Additions Integrator from the drop down list of values
• Select the Go Button
• Select a seeded template
• Select the Duplicate button
• Enter the new Layout Name
• Select the Apply button
• Select the New Layout
• Select the Update button
• Modify the template save template changes
Oracle Assets and WebADI Integration
Modify Seeded Templates
Define Placement of Required Fields:
Oracle Assets and WebADI Integration
Modify Seeded Templates
Select Addition Fields:
Oracle Assets and WebADI Integration
Populating Templates With Asset Data
When populating double kick on cell to retrieve a list of values from Oracle:
Oracle Assets and WebADI Integration
Uploading Templates With Asset Data
Excel Add-Ins:
Uploading Success or Failure:
Oracle will display a status screen and once the load is
complete, Oracle will display the number of successes and
failures.
For each record that was successfully uploaded,
Oracle will display a smile face in the Message field
of the WebADI template.
For every record that failed to be uploaded, Oracle
will display a frown and error message in the
Message field of the WebADI template.
Review all records that failed, correct the issue
identified in the Message field and rerun the upload
process.
Oracle Assets and
General Ledger
Integration
Oracle Assets and General Ledger Integration
Oracle Assets and General Ledger Integration
Create Accounting: New process in R12 to generate accounting entries in Assets
Great Sources for
Information
Great Sources For Information
OAUG EBS Special Interest Groups (SIGs) [48]
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Account Payables (AP)
Application Desktop Integrator (ADI)
Applications Express (APEX) for EBS
AR, Credit and Collections
Archive and Purge
Assets
BI Publisher
Channel Revenue
Configurator
Cost Management
Customer Experience Community (CXC)
Customization & Alternatives
Database
Discrete Manufacturing
E-Business Suite Advanced Architecture
and High Availability
E-Business Applications Technology Stack
E-Business Suite Functional Analyzers
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E-Business Suite Security
E-Business Suite Workflow
Electronic Data Interchange (EDI)
Emerging Technologies
Enterprise Asset Management (eAM)
Enterprise Manager for Applications
EPM / Hyperion
Fusion Middleware
General Ledger (GL)
Governance, Risk and Compliance
Government Contractor
Logistics
Master Data Management
Migration & Integration
Mobile Apps for Enterprises
Multi-National
Oracle Analytics, BI and Big Data
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Oracle Order Management & Advanced
Pricing
Oracle Process Manufacturing
Oracle Revenue Management & Billing
Application & Analytics
Oracle Tax Management
Oracle Transportation Management
(OTM)
Procurement
Projects
Public Sector
Sales Performance Management
Siebel CRM
SysAdmin
Upgrade
User Management / Role Based Access
Control
Value Chain Planning
Great Sources For Information
OAUG Cloud SaaS Special Interest Groups (SIGs) [29]
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Account Payables (AP)
AR, Credit and Collections
Assets
Channel Revenue
Cloud ERP
Customer Experience Community
Discrete Manufacturing
Emerging Technologies
Enterprise Asset Management (eAM)
EPM / Hyperion
General Ledger (GL)
Governance, Risk and Compliance
Government Contractor
Logistics
Master Data Management
Multi-National
Oracle CPQ Cloud (Configure, Price, Quote)
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Oracle Order Management & Advanced Pricing
Oracle Process Manufacturing
Oracle Revenue Management & Billing Application & Analytics
Oracle Tax Management
Oracle Transportation Management (OTM)
Procurement
Projects
Public Sector
Sales Performance Management
Siebel CRM
User Management / Role Based Access Control
Value Chain Planning
Great Sources For Information
OAUG Cloud IaaS Special Interest Groups (SIGs) [14]
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Applications Express (APEX) for EBS
Archive and Purge
Customizations and Alternatives
Database
E-Business Suite Advanced Architecture and High Availability
E-Business Suite Applications Technology Stack
E-Business Suite Functional Analyzers
E-Business Suite Security
E-Business Suite Workflow
Enterprise Manager for Applications (EM4APPS)
Master Data Management
Migrations & Integrations
SysAdmin
Upgrade
OAUG Cloud PaaS Special Interest Groups (SIGs) [6]
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BI Publisher
Electronic Data Interchange (EDI)
Fusion Middleware
Mobile Apps for Enterprises
Oracle Analytics, BI and Big Data
User Management / Role Based Access Control
Great Sources For Information
OAUG Geographic User Groups (GEOs) [31]
Africa
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West Africa OAUG
Canada
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Alberta Canada OAUG
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British Columbia Canada OAUG
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Southern Ontario OAUG
India
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India OAUG
South America
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Latin OAUG
United States
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Arizona / New Mexico OAUG
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Atlanta OAUG
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Colorado OAUG
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DC OAUG
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Eastern States OAUG
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Gateway OAUG
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Gulf Region OAUG
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Heartland OUG
United States (Continue)
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Michigan OAUG
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Mid-Atlantic OAUG
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Nevada OAUG
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New England OAUG
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New Jersey OAUG
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North Central OAUG
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Northern California OAUG
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Northern Ohio OAUG
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Northwest OAUG
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OAUGNYC Metro
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Ohio Valley OAUG
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Oklahoma-Arkansas OAUG
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Pittsburgh OAUG
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San Diego OAUG
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Southwest Regional OAUG
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Texas-Louisiana OAUG
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Twin Cities Manufacturing OAUG
Brian_Bouchard@chistartech.com
Session ID:
10682
Remember to complete your evaluation for this session within the app!