Creative Accounting: Use of a Project Segment in Your COA

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1 Creative Accounting: Use of a Project Segment in Your COA Maria Rugerri Accounting Manager Party City Thomas Simkiss COO Session: 4983

2 Agenda About the Preseners Introduction to Creative Accounting Project Reporting from the General Ledger Reporting Attributes Budgetary Controls Security Rules Why a Project Segment Q & A

3 Maria Ruggeri Assistant Controller at Party City Corporation 17 years of accounting and treasury experience, including 5 years working with the Oracle E-Business Suite In 2010 Maria served as the Project Manager for the reimplementation of Party City's Oracle Applications Project involved converting Party City's existing General Ledger, Accounts Payable and Fixed Assets modules from 11i to R12 and implementing 6 new modules Accounts Receivables, iprocurement and Purchasing, Approvals Management, Cash Management, Internet Expenses and Report Manager

4 About Party City Corporation began in 1986 as a party supply store in East Hanover, N.J. Created to take the hassle out of party planning One of the largest party supply retailers in the United States Nearly 435 company-owned stores and more than 220 franchise locations The company has approximately 4,500 employees in the United States and Puerto Rico During Halloween, the company increases its sales force by 50 percent

5 Thomas Simkiss 14 years Oracle Experience as an end user and implementation consultant Over 50 Full Cycle Implementations Financials, Supply Chain, Discoverer, OBIEE Chief Operating Office at BizTech CPA in NJ, Member of NJ, PA and American Bar Association Prior Presentations: Account Generators in the Order to Cash Cycle Collaborate 07 Introduction to the Subledger Accounting Engine on Oracle R12 Collaborate 08 Using Bi Publisher to Format Electronic Outbound Payments Collaborate 09 Multiperiod Accounting: A Users Guide Collaborate 10 Creative Accounting: Use of a Project Segment in Your COA Collaborate 11 Rollouts of R12 to non-us countries Use of Subledger Accounting MAOUAG 08 Cradle to Grave: Reconciling General Ledger to Payables to Projects Oracle Open World 06 Simple Outsourced Payment using Bi Publisher to Format Electronic Outbound Payments Oracle Open World 08

6 About Leading Regional IT Services firm focused on Oracle applications and technology solutions Oracle Platinum Partner Highest Level of recognition Over 400 successful Oracle implementations over the past 15 years Comprehensive Service Offerings Advisory Services Oracle E-Business Applications Services Practice teams in Finance, Supply Chain, Human Resources and CRM Oracle Technology Services Recognized leader in Business Intelligence, Service Oriented Architecture and Enterprise Performance Management (Hyperion) Hosting and Managed Services (MSP) Contract Staffing

7 Client-Centric Practice Areas Oracle Applications - Full Portfolio of Oracle Applications Solutions - Implementation, Upgrade, Migration - Since 1990 MPL6 to R12 Experience - Over 400 successful implementations to date Oracle Technology and Business Intelligence - End to end service offering in BI and EPM - Fully staffed team of Data Architects and DBAs - Solid experience in RAC, HA and HS designs - Understand full Oracle technology stack Oracle Applications Oracle Technology BI/EPM Clients Managed Services ITO Oracle Software Provider Managed Services and IT Outsource - Remote or Onsite services - Full portfolio of Oracle Applications and Technologies - World-Class Data Center with 24x7 Support - Instant capacity, operational focused business model Oracle Software Provider - Full Portfolio of Oracle License Resell - Help Clients Optimize License models - RapidApp BI Software for the agile enterprise - RapidApp Auditor to manage change and GRC

8 Introduction to Creative Accounting The 4 Cs are the basis for every implementation Currency Chart of Accounts Calendar Accounting Convention If any of the 4 differ across business units, a separate ledger is required

9 Introduction to Creative Accounting The chart of accounts may be best summarized as follows: Mandatory segments natural account, balancing segment, and cost center Balancing segment reflects organizational units, both legal and management Cost center is generally aligned with the department structure used in your human resources application Additional segments are optional and should only be added if required to generate financial reports directly from Oracle GL

10 Introduction to Creative Accounting Structure Account Segments to Meet Your Needs Up to 30 segments and 25 characters per segment to capture information at the level of detail you require 5 Segments Company Budget Ctr Account Sub-Acct Project - up to - 30 Segments Cost Center Subdivision Project Quantity Statistics Country/Region FUTURE

11 Project Reporting from the GL GL_BALANCES stores PROJECT_TO_DATE_DR, PROJECT_TO_DATE_CR for each Code Combination ID by Period.

12 Project Reporting from the GL Trial Balance Trial Balance - Additional Segment Detail Trial Balance Detail Financial Statement Generator

13 Trial Balance

14 Trial Balance Additional Segment Detail

15 Financial Statements Oracle General Ledger s Financial Statement Generator (FSG) is a powerful and flexible financial report building tool you can use to build your own custom financial reports without programming. FSG Report Rows Columns

16

17 Set up GL for Project Tracking 1. When you define your account structure, define a project segment. If necessary, you can define more than one project segment. 2. Define the project segment values. Enter a new project value (project name, number or code) and a description of each project. Specify a start date and end date for each project, so that you can only enter amounts for that project within that date range. The start date is also the reference point for the project-to-date-balance. 3. Define parent project segment values to summarize projects. For example, you might define project 9999 as the sum of all your other projects. You could then produce a report for project 9999 that shows the total of all your projects.

18 Setup GL for Project Tracking 4. Define and assign cross-validation rules to allow only certain segment values in combination with your project. For example, you can define a cross-validation rule that only allows certain expense accounts to be used with certain projects. 5. Create accounts by combining your project segment values with other account segments. This enables you to account for a project any way you want -- within a single cost center, across departments or across companies.

19 Reporting Attributes NOTE: Reporting Attribute Functionality is currently only available for Public Sector Implementations Party used the concepts of reporting attributes to populate additional information for each project segment for future use in Oracle Business Intelligence Reportint

20 Reporting Attributes Used to Include Additional Information which may be used in Reporting Setup Define Value Set to store Project Manager values General Ledger Setup Financials Flexfields Validation Sets

21

22 Define a Context Sensitive Descriptive Flexfield for the accounting flexfield segment Vale set on which context is dependent

23 Reporting Attributes

24 Budgetary Controls Process of recording budget data and tracking budget data against actual transactions Two methods of Budgetary Controls Encumbrance accounting Budgetary Accounts

25 Budgetary Control Options for Accounts Define the budget Define the budget organization Assign Budgetary Control options to accounts Decide funds check level Advisory Absolute Budget Control Levels Summary Detail

26 Security Rules Standard Oracle Functionality to allow who can see and use project segment values Can be used with FSG reports and content sets to run reports across projects and limit the view to only appropriate resources

27 Why a Project Segment? Minimal Project reporting needs No need to budget or track by Work Breakdown structure (WBS) or task No need for expenditure control below the project level No need for burdening or other advanced project functionality REQUIREMENT for Project based financial reports (BS and P&L) Standard Project Based GL Reports met the analysis and support needs

28 Thomas Simkiss Maria Ruggeri

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