Thursday, 29 November 2012

Enterprise Resource Planning

  1. “Enterprise Resource Planning (ERP)”


Organizations with Legacy Systems :

Features of Legacy Systems:
·                     Automates running processes
·                     Normally not driven by organization strategy and business vision.
·                     Develop one application at a time. No integration between applications – just transaction passing.
·                     Decentralized applications.
·                     Are relatively inflexible to accommodate changes in the business environment.
·                     Written in language / platform prevalent at the time of development.
·                     Upgrade to latest technology is difficult
·                     Usually not well documented.
·                     Maintenance is a problem – largely because of poor documentation and staff attrition.

·                     Call for a Change

o                                Does in-house / outsourced development take care of business needs ?
o                                Is it possible to avoid this time consuming exercise of developing applications ?
o                                Is there a readymade solution available to help the process ?
o                                A green-field project – the best candidate to exercising this option.
o                                What is an ERP?

ERP is an integrated suite of software covering various organizational systems for companies across industries. They follow industry standards on software and connectivity and are deployable easily.
Main features of an ERP
§                                             Software package covering major organisational systems. All areas are integrated seamlessly
§                                             Are tested suite of programs.
§                                             General package applicable to most industries
§                                             Have best benchmarked processes.
§                                             Usually have a clear technology roadmap
§                                             Can be easily deployed but in the manner recommended.
§                                             Differs from tailor made systems
§                                                         Adopts standard processes. Does not allow changes to codes.
§                                                         Does not recommend frequent ad-hoc changes to process / data.
§                                                         Does not allow manipulation of records entered
§                                                         Insists on process discipline.
§                                                         Increasing Trend Towards Packaged Solutions
§                                                                     Let’s look at some societal changes
§                                                                                 Clothes – From stitching to ready-mades
§                                                                                 Food Items – Packed snacks, Ready to make food items, Spices etc.
§                                                                                 Housing/Offices - Ready to occupy flats / offices
§                                                                                 Furnishing - Modular furniture
§                                                                                 Benefits & How We Adapt
§                                                                                             Immediate availability
§                                                                                             Learn to live with standard features. We sacrifice some personal desires.
§                                                                                             Easy availability – many offers to chose from.
§                                                                                             Evolution of ERP Systems
off with MRP packages. Software packages for Finance, Material accounting were available separately.
§                                                                                                         Enhancement came in the form of MRP II, covering manufacturing too.
§                                                                                                         All enterprise resources got covered under ERP.
§                                                                                                         ERP II / Extended ERP came as enhancements. The scope was extended to cover all stakeholders.
§                                                                                                         Why ERP?
§                                                                                                                     Concentrate on core business with less dependence on software development
§                                                                                                                     Support global business
§                                                                                                                     Improve data integrity and organizational systems
§                                                                                                                     Improving decision support
§                                                                                                                     Enhancing efficiency through redefined processes.
§                                                                                                                     Popular ERP systems
·         Oracle Applications (+ PeopleSoft, JD Edwards)
·         SAP R/3
·         Baan
·         MFG Pro
·         RAMCO
·         Lots more …..some industry specific or solution specific ERPs.
·         Companies that deploy ERP
o        Large enterprises – Manufacturing, services, public sector, multi-nationals etc. Most have ERP deployed.
o        Medium sized companies – Have moved in aggressively – a promising area of business for ERP vendors.
o        Small sized organizations – Are increasingly viewing the solution. New products hit the market.
o        Management view of ERP
o        ERP - A Strategic Tool
§         ERP has to be viewed as a tool for business and not as a software tool needed for replacement.
§         Business drivers need to be clearly spelt out and documented.
§         ERP should be seen as a tool helping organization to grow or help enhance capability to compete in markets.
§         ERP - A Strategic Tool
§         Example – an automotive company looking at optimizing the supply chain and increased responsiveness to market.
§         Example – a company looking at replacing existing legacy systems and for an ROI on the investment made in ERP.

General Ledger(GL)

GL Interview Question

1. What are the application objects that support View Accounting and Drilldown?
GL_Import_Reference_Table (modified) For Example Invoices imported from Payables into GL goes to these tables from GL_Inerface table.
GL_JE_LINES (modified)

New views in the database:

2. Where in Oracle General Ledger 11i can Drilldown be accessed?
You can drilldown from GL Account Inquiry window and the GL Journal Entry and GL Journal Inquiry windows.

(N) Tools -> Drilldown Open the Journal entry in GL and go to Tools - drilldown, its shows u the origin of the journal entry. It is used only for viewing the origin of the journal entry.

3. What are the Release 11i Sub-ledger drilldown features?
Expanded Subledger drilldown to other subledgers.
View Accounting Lines window.

4. What are recurring invoices? What are AP setup steps?
Some times suppliers would not be sending any invoices, but still the payment have to be made to him. Ex: rent, lease rentals. In this situation we have to create invoice every period wise. For that purpose we have to create one recurring invoice template. Template means with one master copy creating the multiple invoices. Here we are creating the one invoice master copy is formally known as recurring invoice or recurring invoice template.

Setup: 1) Create one special calendar
2) Create one full distribution set
3) Enter payment terms in the recurring invoice window
4) Enter the template no., first invoice amount, special invoice amounts.

Recurring Entries are of 3 types-
1. Standard,
2. Skeleton,
3. Fornulae Based
In GL Module
1.Define Formula Batch (e.g. ABC Rent batch)
2.Enter Lines (Here u have both Debit as well as Credit lines)
3.Generate Recurring period
4.Review Journal Batch
5.Post the batch

1. Standard Recurring Journal: It is used for same accounts & same amounts e.g.
Utilities Dr
Cash Cr
2. Skeleton Recurring Journal: It is used for same accounts but for different amounts, e.g.
Recurring Fee Dr
Cash Cr
3.Formule Based Journal: It is used for different accounts with different amounts, e.g.
Salaries Dr
Cash Cr

5. If any conflict occurs in FSG who will override; Column Set or Row Set?
The override component is row set. However some times it depend on the column set also.

6. What is the difference between discounts and adjustments?
Discount refers to the payment terms or on quantity (bulk order discount) ordered. In the invoice received from supplier, discounts term is specifically stated, e.g. “If paid with in 15 days discount @ 2%”, what you need to do is pay 2% less then the original invoice amount, however caution should be taken that the freight amount should not be considered while calculating the discount. Adjustment could be for various reasons- Over priced invoice, short delivery of quantity as per goods received note, poor quality etc. Agreed upon amount will be deducted from the invoice, while making the payments.

In AR, discount is given to promote the business and cash flow. Adjustments are made to adjust the account balances, which is not possible in other means.

7. What are cycles of GL, AP, and AR?
GL Accounting cycle can be further elaborated like this...
1. Open Period.
2. Create Functional and foreign journal entries.(including the journal import from legacy systems and subledgers).
3. Reverse journal entries.
4. Post the journals.
5. Review and correct the balances.
6. Revalue foreign currency balances.
7. Translate foreign currency balances.
8. Consolidate set of books.
9. Run accounting reports.
10. Close the accounting periods.

AP cycle -------- Purchase Order --> Receipt --> AP voucher --> Payment made
AR Cycle --------Sales Order --> Shipment --> Invoice --> Payment receipt
GL cycle -------- Direct GL JE / Transfer subledger data to GL --> Post

8. What are Summary Accounts and Rollup groups?
Summary Account is an account whose balance represents consolidation of accounts
Rollup group is a collection / consolidation of parent accounts. e.g. Assets is a total of Current assets and Fixed Assets. Current assets / Fixed assets in turn are collection of assets.

Summary Account is an account whose balance represents the sum of other account balances. You can use summary accounts for faster reporting and inquiry as well as in formulas and allocations.
Rollup group is a collection of parent segment values for a given segment. You use rollup groups to define summary accounts based on parents in the group. You can use letters as well as numbers to name your rollup groups.

Summary accounts are consolidated balances of accounts and rollup groups is collection of parent accounts.

9. What Sub-ledgers does Oracle General Ledger 11i Drilldown support?
Accounts Receivable, Accounts Payable and Cash Management
Drilldown from Oracle General Ledger 11i also supports Oracle Purchasing module (displays POs and Requisitions) from 11.5.9 version onwards.
Drilldown from Oracle General Ledger 11i is supported for Oracle Payables, Oracle Receivables, Oracle Assets (except depreciation), Projects, Purchasing, Inventory, and Work in Process (WIP).

10. What are different types of Journal entries?
There are 5 types of journal entries-
1. Manual Journal,
2. Recurring Journal,
3. Allocation Journal,
4. Budget Journal, and
5. Imported Journals from other sub ledgers.

There are 4 types of journal entries-
1. Basic Journal Entry - Used for most of the accounting transactions
2. Reversing JE - Created by reversing the existing journal entry
3. Recurring JE - Defined once and then generated for subsequent accounting period
4. Mass Allocation - Created to allocate the revenues and assets to a group of resources (cost centers, departments, divisions, etc.) from a single Journal.

Statistical, and

11. What is Set of Books? What are the four conditions when you change your SOBs?
Set of books are created keeping in mind the 'Accounting Structure". This is a combination of 3 'Cs' - Chart of Accounts, Currency and Calendar. Chart of Accounts is made up of segments-
Max of 30 Segments are allowed.
Two Segments are mandatory - Balancing and Natural segment
Calendar –This can have a max of 365 periods (daily calendar) and a min of 1 period (Yearly calendar). Periods can be monthly, fortnightly, weekly, daily.

SOB is of 2 types - Primary and Reporting.
Primary SOB - All transactions are with functional Currency
Reporting SOB - All transactions are with foreign Currency

You have to assign your SOB to your responsibility.

Set of book means linking between the 3cs i.e. chart of accounts, calendar, currency and maintain 5 mandatory accounts

12. What is an Invoice?
AR invoice is a document sent to the customer with details like, Bill-to customer code, product code, qty sent, price, currency, credit terms, tax details, etc. Based on this invoice, customer will make payment to the company and the same is applied against the invoice.
AP invoice is the document received from the supplier and contains information such supplier details, product code, qty, price and tax details. This invoice is entered in the AP module and payment is made to the supplier against this invoice.

There are 2 types of invoices-
1. Periodic
2. Milestone

Also, Invoice is an information sheet which a company sends to the buyer along with the good. It explains the details of the goods in the shipment and also the prices. Invoices can contain all sorts of data regarding the shipment and goods depending on the company and product.

13. Can you disable budgetary control for a set of books?
You can, however existing encumbrances are not cleared from the feeder systems. Therefore it is not recommended. If you do change the budgetary control options for an existing set of books, you must do two things for the change to be reflected.
--Run the Period Map Maintenance concurrent request, it must complete successfully.
--Exit Oracle Applications and restart. You must completely exit the is not sufficient to select Sign on again from the Oracle Applications Special menu.

14. Is there a limit to the number of periods in a budget year or how many years a budget can span?

There is no limit for the budget. One can define budgetary control for n number of years however, one year can have maximum of 60 fiscal periods.

15. Why don't my Detail budgets roll up to my Master budget?

Detail budgets do not automatically roll up to the master budget. The GL uses summary accounts to maintain master/detail budget relationships between them.

16. I was able to post a budget journal to a closed period, why?

Yes, a budget journal can be posted to any period that is in an open budget year for that budget. This is regardless of the status of that period. The budget journal is not linked with your accounting period. Once you have open the budget period then you can book budget journal for that whole period.

17. How many 'Current' budgets can you have?

For each set of books, you can have only one current budget at any point in time. The only distinction between a 'current' and an 'open' budget is that the current budget defaults into the budget field on several budget-related forms. It can be replaced however by any 'open' budget in the field.

18. What is a funding budget?

Funding budget is a budget against which accounting transactions are checked for available funds when budgetary control is enabled for your set of books. Funding Budgets are approved budgets.
Two types of budgets are there in Oracle Apps:
1- Fund 2- Plan.
Fund budget create the Budget Journal but plan budget used only for planning. Fund budget requires journal entries, and is assigned to a summary template or account range in the budget org, where the funds check level is set at Absolute or Advisory. It is the assignment that makes it a 'funding budget’; it is not done at the budget definition level.

19. Why is my budget requiring budget journals?

At the set of books level that option is not enabled? This would happen when the budget itself is defined to require budget journals. This is done at the budget definition level.

20. Why can't I inquire on my budget amounts from INQUIRE/BUDGETS navigation path?

The Budget Inquiry form (GLXIQBUD) is used to perform inquiries about master and detail budgets. GL compares summary balances between your master and detail budgets, and checks for budget variances and violations. This form only looks at summary accounts. To inquire on detail accounts you must use the navigation INQUIRE/ACCOUNTS, and choose the 'budget' amount type.

21. If I delete my budget org, will the budget amounts be deleted?

No, the amounts will be same. Deleting the budget organization does not remove the budget amounts from the GL_BALANCES table.

22. Can I update/adjust an existing account range in my budget organization?

Yes you can update an existing account range in Budget Organization.

23 How many times can a budget be purged?

Budget can be purged only one time.

24. Why is there no value in the REQUEST_ID column of GL_BUDGET_INTERFACE for rows with data that failed to be uploaded by the Budget Spreadsheet Upload program?
You are trying to open the next budget year. After navigating to the form and querying the budget, you notice the [Open Next Year] button is grayed out. You find that Account code combinations are not being added to the Budget Organization.

25. Why don’t my Detail budgets roll up to my Master budget?

Detail budgets do not automatically roll up to the master budget. The GL uses summary accounts to maintain master/detail budget relationships between hierarchy levels. Summary templates are defined so that accounts in your lower level detail budgets roll up into the same summary accounts as the detail accounts in your controlling master budget. A common misconception is that the detail budgets somehow roll up to the master budget by definition, this is not true. You must actually budget to a detail account in the master budget; this then serves as the controlling amount for the detail budgets. Master/Detail budgets are used in the budgeting process to control Authority and identify budgets that exceed control limits. They are not intended for reporting purposes.

26. I was able to post a budget journal to a closed period, why?

A budget journal can be posted to any period that is in an open budget year for that budget. This is regardless of the status of that period (closed, opened, or future enterable).

27. Why don't my budget amounts appear on my FSG?

To include budgets (encumbrances or currencies) in a FSG report, your report definition must specify a row set of column set that has control values specified in the Balance Control options. In the report definition itself, you associate budget names with the control values that are assigned to the row or column set.

28. What are different period types?

You use accounting period types to define your accounting calendar. Different Accounting Periods are-

  • General Ledger Periods (attached to Set of Books),
  • Purchasing Periods (Operating Unit Specific),
  • Cost Periods (Inventory Organization Specific),
  • AP Periods, and
  • AR Periods
If it is accounting period types, you can define your own period types to use in addition to the General Ledger standard period types Month, Quarter and Year. You use these period types when you define the accounting calendar for your organization. However the year type should be either Calendar or Fiscal.
We have different Period types-
1) 13 Month (13 Month Calendar with An Adjusting Period).
2) Annual.
3) Monthly.
4) Quarterly.
5) Semi Monthly.
6) Weekly.
29. What types of invoices are there in AP and AR?
8 Types of Invoices are:
Credit Memo
Debit Memo
Expenses Report
Prepayment Mixed AWT (Automatic Withholding Tax Invoice) Interest Invoice PO Default
Quick Match

Recurring Invoice Arrears Invoice Advance Invoice
Charge Back

30. What is the difference between cross-validation rules and security-rules?
Cross validation rules prevent all the responsibilities/users entering invalid account combinations. Security rules are attached to specific responsibilities to prevent using few of the segment values for a segment.
Cross Validation Rule: Rules that define valid combinations of segment values a user can enter in an account. Cross-validation rules restrict users from entering invalid combinations of account segment values.
Security Rule: It determines the accounting transaction user can view at different levels of hierarchy, such as at Site Level -->Application Level --> Responsibility Level --> User level.
Cross Validation Rule applies across the chart of account where Security Rule is applicable at Responsibility Level or User Level. Cross Validation Rules are meant for defining the set of combinations that are excluded from the global set whereas Security Rules are to restrict Users/Responsibilities. Cross-Validation Rules are to control the certain code combinations. Security Rules are to control the certain segment values.
31. How many ways can you enter a journal in GL?
1. Manual entry
2. Subledger Entry
3. Spreadsheet Entry
4. Recurring Entry
5. Mass Allocation

32. What is a recurring invoice?

Recurring Invoice is a type of invoice which occurs at definite intervals of time. The best example for a recurring invoice is Rent paid to the Owner.

33. What are the setup steps for AP, AR, and GL?
For GL:
1. Define Chart of Accounts
2. Define Calendar
3. Define Currency
4. Create Set of Books

For AP:
1. Define Suppliers (Creditors)
2. Invoice
3. Look up codes
4. Selection of Set of Books
5. Payment Terms
6. Financial & Payable Options
7. Define Banks

For AR:
1. Flexifield
2. System Options
3. Payment Terms
4. Open period
5. Auto Accounting
6. Transaction Type
7. Transaction Source
34. How do we integrate AP or AR to GL ?
There is a program in payables to transfer AP to GL is "payables transfer to general ledger" GL is like AR->GL<-AP, AR and AP both transfer the data in GL. AR Contains all Invoices/Receipts /CM/DM and same way AP also have AP Vouchers. Yes, there is a clear Integration of AP/AR with GL.
The integration is like this: all the accounting created in subledgers (AP/AR) are transferred to Gl. The journal created from AP/AR are clearly identified in GL according to their batch names and journal names.

35. What is the difference between GL date and GL posted date in GL ?

GL date is the date used to determine the correct accounting period for your transactions where as the GL posting date is the date when the journal entry is posted the GL. GL date is the date used to determine the correct accounting period for your transactions where as the GL posting date is the date when the journal entry is posted the GL, also Called Transaction Date & Posted Date.

36. In GL there is no org id. So how can we differentiate the data different operating units when no other modules are given ?
HR data is at business group level. GL Data is differentiated based on set of books id. AP and AR data is mostly at operating unit level. Inventory, BOM, WIP data is at inventory organization level. In the gl_sets_of_books we have the set_of_books_id column. This column is enough to differentiate between one operating unit with the other. If you see the multiorg structure of Oracle Apps modules, we'll see that GL is setup at set of books level. Now you generally won't get data at OU level. OU data sums up at a higher SOB level. Please follow the below structure if you want more clarification top->bottom HR org->SOB->OU->inventory org
37. At what stage, the subledger data is posted to GL?
When Transactions are completed in subledgers data may be posted to GL Basically after entering the transactions, report will be taken to verify the transactions. In case, if approval is needed, it is approved after verifying the transactions. Once you are sure that the transactions are correct, the same can be posted to GL. Once it is posted, most of the information for the posted transaction can not be modified in the subledger. In case of any wrong entry, you need to follow the reversal procedure. Practically, the verification of transactions are done only during the initial stages after implementation. Once the system becomes stable, it is not followed strictly. Note: Make sure that GL period is open for the transaction GL date. Close all the periods in subledger after you reconciled all your transactions. Once you close the period, sweep program will run and all the un-posted and future entries will be transferred to next open period. Once this is done run the GL Transfer program and Journal import programs to complete the transaction transfer process. Once this is done you will find un-posted journal entries in GL you can post the same or reverse the same if you find something is missing. GL periods should also been opened and the GL period should be closed at the last.
38. Why cant interest rates are set uniquely supplier wise in payables module, whereas interest rate is applied to all suppliers the same rate?
Terms and conditions differ with each supplier.
39. What is FSG and its use?
Financial Statement Generator is a powerful report building tool for Oracle GL. FSG is used by the management for the decision making in the financial sector of the firm or an enterprise.

Uses of FSG :
1. Generate financial reports such as income statements and balance based upon the data in your GL.
Note: If you have average balance processing enabled in your set of books, you can report on functional, foreign–entered, or translated average balances.
2. Define your reports with reusable report objects, making it easy to create new reports from the components of reports you’ve already defined. 3. Design custom financial reports to meet specific business needs.
4. Print as many reports as you need simultaneously.
5. Print the same report for multiple companies, cost centers, departments in the same report request.
6. Schedule reports to run automatically.
7. Produce ad-hoc reports whenever you need them.
8. Print reports to tab-delimited files for easy import into client-based spreadsheet programs. In addition, you can use the Report Wizard feature of Applications Desktop Integrator to design and submit your financial reports, as well as view the results, directly from a spreadsheet. 9. Define segment value security rules to restrict financial information contained in FSG report output generated by specific users and responsibilities. Note: To apply segment value security rules, the profile option FSG: Enforce Segment Value Security must be enabled

40. Explain ADI and its features?
ADI means application desktop integrator. It is a excel file which allows you to transfer the data pertaining to General Ledger, Fixed Assets and Budget to oracle apps and allows to run a request. ADI functionality provides an alternative to users who prefer to load information directly from Microsoft Excel rather than using the Oracle user interface. It should read Oracle Interface Programs (batch jobs) rather than Oracle User Interfaces.
Broadly following are the feature / elements of ADI
1. Journal Wizard
2. Budget Wizard
3. Report Wizard.
4. Account Hierarchy Editor.
5. Analysis Wizard.
6. Request Center
ADI allows users take advantage of many of the data-entry shortcuts of a spreadsheet, such as copying and pasting cells, dragging and dropping ranges of cells and using formulas to calculate journal line amounts. ADI validates the data entered against the accounts, security rules and reference information that are defined in the General Ledger (GL).
41. What is EDI and its functions?
EDI - Electronic Data Interchange, to send the data to another server/destination via EDI server.E-Commerce Gate Way is the one of the Module in Oracle Apps. EDI (Electronic Data Interchange) is way of exchanging the Business documents like Sales Order, Invoice, PO etc., between two business entities in agreed standard format like ASCII X12 format. In oracle application, business documents may be referred as 850POI (purchase order Inbound), 810INO (Invoice Outbound) etc.. There are several third party sources are available which may be use in mapping of several documents from Oracle Format to X12 and vice versa. Some of them like Sterling Commerce, Klein Schmidt.... EDI is a toll where in whenever the customer is sending the PO it gets saved in this toll, again when the supplier after supplying the material will send an invoice through EDI, wherein the EDI of the customer will match the PO with the invoice and the invoice will get processed automatically, in case if it is not matching it will be in the error sheet

42. What is planning budget?
The plan for the future expenses is planning budget. It is a paper work. There is no funds requirement. It does not require journals. There are no restrictions for estimating of funds. It is a budget through which you cannot exercise budgetary control. But u can compare your actual with budgets through inquiry window.

43. What is Consolidation in GL?
It Consolidates the Subsidiaries & Parent financial information. At a point of time we can check the Performance of the Companies overall Performance. When we have multiple setup and combine primary and secondary books getting the financial reports is called consolidation We will use consolidation reports at the time of period end closing Consolidation is the Process of combining the Financial results of different companies typically combining subsidiary accounting information into a parent company.The main purpose of consolidation is for reporting purpose. Consolidation is the period-end process of combing the financials of separate subsidiary with the pay rent company to from single ,combine statement of final result consolidation is one of the reporting tool.consolidation may map the subsidiary set of books to parent set of books, even if the set of books values are different using segment rule,accounting rule It is the process of combining the financial results of multiple companies into one financial statement the company may have different sobs in different countries,so we will collect all the financialtransactions(sob) in to one set of book ,that is parent sob then the company easely findout all the finacial year endingresullts in their functional curency,that purpose multiple companies are using consolidation I think consolidation can be done with two ways that is FSG, GCSÂ for FSG it can be done when both parent SOB and Subsidary SOB have Currency, Calender, COA, same then we go for FSG.In Global consolidation System currency, coa, calender are different in parent sob and subsidary sob we have to go for GCS.I am Saikrishna actaully I am pursuing my oracle financials in hyd i just completed one of my module GL institute.

44. How to import data to General Ledger by Feeder System?There are three ways:
1- You can upload Journal Entries using ADI (Application Desktop Integrator) functionality. ADI is used to interface spreadsheet uploads with Oracle applications data. ADI allows users take advantage of many of the data-entry shortcuts of a spreadsheet, such as copying and pasting cells, dragging and dropping ranges of cells and using formulas to calculate journal line amounts. ADI validates the data entered against the accounts, security rules and reference information that are defined in the General Ledger (GL).
2- Using Journal Import, we can bring the data from the feeder system; to import the Transactions from External Feeder Systems following are the steps-
1. Populate the data from External system to GL_Interface table (GL_INTERFACE table acts like a bridge between the external system and the Oracle General Ledger Base tables where journals are stored). 2. Run the Journal Import process to import the date to base tables (Errors in Journal Import are listed in Execution Report)
3. From any sub module run individual module transfer to GL program Ex: Payables transfer to General Ledger

45. After creating Journal Source how do we approve to the specific Set of Books?
To approve journals from specific source, while creating the source 'Require Journal Approval' check box should be enabled. To approve all the journals that come from different sources In the Set Of Books window under 'Journaling' tab 'journal approval' should be enabled.

46. While creating combination of accounts what is the use of PRESERVED check box?
If we check preserve for a account code combination then even if you disable this account segment value, the inherited (parent. child) segment values will not be disabled. If it is unchecked all the related segment values will be disabled. Preserved check box will help you to retain the original character of the General Ledger code combination, even after u change the nature of the segments during maintenance of the GLCC.
47. What is the MD form 50?
MD50 is a Functional design document, designed by the functional consultant. After interacting with the client, functional consultant will prepare this document. In this we will compare the present business process and client requirement. It is mainly used for Application Extensions and Interface functional design.
48. What are the journal entries in Procure to Pay Cycle?
When we receive the material after approve of purchase order
1. When the Material Received at the Gate-

Receiving Accrual A/C -- Dr
Material AP Accrual A/C -- Cr

2. When the Material delivered to The Inv Org Material
A/c Dr Purchase Price Variance A/c Dr Receiving A/c Cr
3. When the Invoice Is enterd into the Payable with Matching Of PO Material
Ap Accrual A/c Dr Invoice Price Variance A/c Dr AP Liability A/c Cr
1. Material Receipt Receiving Accural Dr AP Accural Cr
2. On completion on inspection and accepting of goods Inventory Dr Receiving Accural Cr The Above given 2 entries are in PO module
3. On entering Invoice in AP AP Accural Dr Accounts Payable Cr
4. On Making payment Accounts Payable Dr Cash/Bank Cr 1. On Entry of PO ________ No accounting impact
2. On Materil Receipt Receiving Accural Dr AP Accural Cr
3. On Completion of Inspection and goods accepted Inventory Dr Receiving Accural Cr The Above mentioned entries in PO Module
4. On entering invoice in AP AP Accural Dr Accounts Payable Cr
5. On Payment Accounts Payable Dr' Cash/Bank Cr When we raise the Purchase Order entry isMaterial in transit a/c Dr To AP Accrual A/cWhen we match the Invoice with POAP Accruals A/c Dr To AP Liability A/cWhen Payment is madeAP Liability A/c Dr To Cash Clearing A/c

Fundamentals of System Administration

What Is System Administration?

A System Administrator is a person responsible for controlling access to Oracle Applications and assuring smooth ongoing operation. Each site where Oracle Applications is installed needs a system administrator to perform tasks such as:

- Managing and controlling security. Decide which users have access to each application, and within an application, which forms, functions, and reports a user can access.

- Setting up new users. Register new Oracle Applications users, and give them access to only those forms, functions, and reports they need to do their jobs.

- Auditing user activity. Monitor what users are doing and when they do it. Choose who to audit and what type of data to audit.

- Setting user profiles. A user profile is a set of changeable options that affects the way Oracle Applications look and behave. A System Administrator can set user profile values at the site, application, responsibility, and user levels.

- Managing concurrent processing. Concurrent Processing is an Oracle Applications facility that lets long-running, data-intensive tasks run simultaneously with online operations, taking full advantage of multitasking and parallel processing. A System Administrator can monitor and control concurrent processing using a few simple forms.

System vs. Database Administrator:

Front end that users see and work with, and

Back end where data manipulation is performed.

The natural division between user applications and the underlying database structures results in two separate job functions: system administrator, and database administrator.
An Oracle Applications System Administrator administers the user interface or applications side of Oracle Applications.
An Oracle Database Administrator (DBA) administers the data that users enter, update, and delete while using Oracle Applications.

Define Oracle Applications users, and assign one or more responsibilities to each user.

Defining Application Users You allow a new user to sign-on to Oracle Applications by defining an application user. An application user has a username and a password. You define an initial password, then the first time the application user signs on, they must enter a new (secret) password.
When you define an application user, you assign to the user one or more responsibilities. If you assign only one responsibility, the user, after signing on, immediately enters an application.
If you assign two or more responsibilities, the user, after signing on, sees a window listing available responsibilities.

Responsibilities define Application Privileges A responsibility is a level of authority in Oracle Applications that lets users access only those Oracle Applications functions and data appropriate to their roles in an organization. Each responsibility allows access to:
- A specific application or applications, such as Oracle General Ledger or Oracle Planning.
- A set of books, such as U.S. Operations or German Sales or an organization, such as New York Manufacturing or New York Distribution.
- A restricted list of windows that a user can navigate to; for example, a responsibility may allow certain Oracle Planning users to enter forecast items, but not enter master demand schedule items.
- A restricted list of functions a user can perform. For example, two responsibilities may have access to the same window, but one responsibility's window may have additional function buttons that the other responsibility's window does not have.
- Reports in a specific application; as system administrator, you can assign groups of reports to one or more responsibilities, so the responsibility a user choose determines the reports that can be submitted.

Each user has at least one or more responsibilities and several users can share the same responsibility. A system administrator can assign users any of the standard responsibilities provided with Oracle Applications, or create new custom responsibilities.

Users Window

Use this window to define an application user. An application user is an authorized user of Oracle Applications and/or Oracle Self-Service Applications who is uniquely identified by an application username. Once defined, a new application user can sign on to Oracle Applications and access data through Oracle Applications windows.

Users Block

1. User Name : An application user enters this username to sign on to Oracle Applications.
The username must not contain more than one word.
You should use only alphanumeric characters ('A' through 'Z', and '0' through '9') in the username. Please note that you must limit your username to the set of characters that your operating system supports for filenames.
* It is recommended that you define meaningful usernames, such as the employee's first initial followed by their last name. Or, for a group account, you can define the application username so as to indicate the purpose or nature of the group account.

2. Password: Enter the initial password of an application user. An application user enters this password along with her or his username to sign on to Oracle Applications.
A password must be at least five characters and can extend up to 100 characters.
You should use alphanumeric characters ('A' through 'Z', and '0' through '9') in a password. All other characters are invalid. This window does not display the password you enter. After you enter a password, you must re-enter it to ensure you did not make a typing error.
If the application user already exists and the two entries do not match, the original password is NOT changed, and you navigate automatically to the next field.
If you are defining a new application user and the two entries do not match, you are required to enter the password again. For a new user, you cannot navigate to the next field until the two entries match.
The first time an application user signs on, they must change his or her password. If a user forgets their password, you can reassign a new password in this field.
As System Administrator, you can set an initial password or change an existing password, but you cannot access the user's chosen password.

3. Person, Customer, and Supplier : Use these fields to enter the name of an employee (person), customer, or supplier contact. Enter the last name and first name, separated by a comma, of the employee, customer, or supplier who is using this application username and password. Use the List of Values to select a valid name.

4. E-Mail/Fax : Enter the E-mail address and/or fax number for this user.

Password Expiration
1. Days : Enter the maximum number of days between password changes. A pop-up window prompts an application user to change her or his password after the maximum number of days you specify has elapsed.

2. Accesses :Enter the maximum allowed number of sign-ons to Oracle Applications allowed between password changes. A pop-up window prompts an application user to change her or his password after the maximum number of accesses you specify has elapsed.
Suggestion: We recommend that you require application users to make frequent password changes. This reduces the likelihood of unauthorized access to Oracle Applications.

Effective Dates
From/To: The user cannot sign onto Oracle Applications before the start date and after the end date. The default for the start date is the current date. If you do not enter an end date, the username is valid indefinitely.
- You cannot delete an application user from Oracle Applications because this information helps to provide an audit trail. You can deactivate an Oracle Applications user at any time by setting the End Date to the current date.
- If you wish to reactivate a user, change the End Date to a date after the current date, or clear the End Date field.

Responsibilities Block

Responsibility : Select the name of a responsibility you wish to assign to this application user. A responsibility is uniquely identified by application name and responsibility name.

From/To : You cannot delete a responsibility because this information helps to provide an audit trail. You can deactivate a user's responsibility at any time by setting the End Date to the current date.

If you wish to reactivate the responsibility for the user, change the End Date to a date after the current date, or clear the End Date.

Securing Attributes

Securing attributes are used by Oracle Self-Service Web Applications to allow rows (records) of data to be visible to specified users or responsibilities based on the specific data (attribute values) contained in the row.

- You may assign one or more values for any of the securing attributes assigned to the user. If a securing attribute is assigned to both a responsibility and to a user, but the user does not have a value for that securing attribute, no information is returned for that attribute.

- For example, to allow a user in the ADMIN responsibility to see rows containing a CUSTOMER_ID value of 1000, assign the securing attribute of CUSTOMER_ID to the ADMIN responsibility. Then give the user a security attribute CUSTOMER_ID value of 1000.

- When the user logs into the Admin responsibility, the only customer data they have access to has a CUSTOMER_ID value of 1000.

Attribute : Select an attribute you want used to determine which records this user can access. You can select from any of the attributes assigned to the user's responsibility.
Value : Enter the value for the attribute you want used to determine which records this user can access.

Defining a Responsibility

When you define a responsibility, you assign to it some or all of the components described below:
1. Data Group (required): A Data Group defines the mapping between Oracle Applications products and ORACLE IDs. A Data Group determines which Oracle database accounts a responsibility's forms, concurrent programs, and reports connect to.

2. Request Security Group (optional): A request security group defines the concurrent programs, including requests and request sets, that may be run by an application user under a particular responsibility.

3. Menu (required): A menu is a hierarchical arrangement of application functions (forms) that displays in the Navigate window. Menus can also point to non-form functions (subfunctions) that do not display in the Navigate window, but that define the range of application functionality available for a responsibility. Each responsibility is associated with a menu.

4. Function and Menu Exclusions (optional):A responsibility may optionally have function and menu exclusion rules associated with it to restrict the application functionality enabled for that responsibility.

Additional Notes About Responsibilities

- Predefined Responsibilities: All Oracle Applications products are installed with predefined responsibilities. Consult the reference guide for your Oracle Applications product for the names of those predefined responsibilities.
Additionally, instances of the major components that help define a responsibility (data groups, request security groups, menus, and functions) are predefined for Oracle Applications.

-Responsibilities and Request Security Groups: When a request group is assigned to a responsibility, it becomes a request security group.
From a standard submission form, such as the Submit Requests form, users can run only the reports, concurrent programs, and request sets that are in their responsibility's request security group.

- If you do not include the Submit Requests form on the menu for a responsibility, then you do not need to assign a request security group to the responsibility.

- If a request security group is not assigned to a responsibility, then users working under that responsibility cannot run any reports, request sets, or other concurrent programs from a standard submission form.

- Responsibilities and Function Security: Oracle Applications GUI-based architecture aggregates several related business functions into a single form. Parts of an application's functionality may be identified as individual Oracle Applications functions, which can then be secured (i.e., included or excluded from a responsibility).

Responsibilities Window

Use this window to define a responsibility. Each application user is assigned at least one responsibility. A responsibility determines if the user accesses Oracle Applications or Oracle Self-Service Web Applications, which applications functions a user can use, which reports and concurrent programs the user can run, and which data those reports and concurrent programs can access.

[ Responsibilities cannot be deleted. To remove a responsibility from use, set the Effective Date's To field to a past date. You must restart Oracle Applications to see the effect of your change. ]

- Use the Data Groups window to list the ORACLE username your responsibility's concurrent programs reference on an application-by-application basis.
- Use the Request Groups window to define the Request Group you wish to make available with this responsibility.
- Use the Menus window to view the predefined Menu you could choose to assign to this responsibility.

Responsibilities Block

An application name and a responsibility name uniquely identify a responsibility.

1. Responsibility Name: If you have multiple responsibilities, a pop-up window includes this name after you sign on.

2. Application : This application name does not prevent the user of this responsibility from accessing other applications' forms and functions if you define the menu to access other applications.

3. Responsibility Key: This is a unique name for a responsibility that is used by loader programs. Loaders are concurrent programs used to "load" such information as messages, user profiles and user profile values into your Oracle Applications tables. To help ensure that your responsibility key is unique throughout your system, begin each Responsibility Key name with the application short name associated with this responsibility.

4. Menu : The menu whose name you enter must already be defined with Oracle Applications.

5. Web Host Name : If your Web Server resides on a different machine from your database, you must designate the host name (URL) here. Otherwise, the Web Host Name defaults to the current database host server.

6. Web Agent Name : Enter the PL/SQL Agent Name for the database used by this responsibility. If you do not specify an Agent Name, the responsibility defaults to the agent name current at log-on.

7. Available From: A responsibility may be associated with only one applications system. Select between Oracle Self-Service Web Applications or Oracle Applications.

8. Effective Dates:

From/To : Enter the start/end dates on which the responsibility becomes active/inactive. The default value for the start date is the current date, and if you do not enter an end date, the responsibility is valid indefinitely.

You cannot delete a responsibility because its information helps to provide an audit trail. You can deactivate a responsibility at any time by setting the end date to the current date. If you wish to reactivate the responsibility, change the end date to a date after the current date, or clear the end date.

9. Data Group

Name/Application : The data group defines the pairing of application and ORACLE username.
Select the application whose ORACLE username forms connect to when you choose this responsibility. The ORACLE username determines the database tables and table privileges accessible by your responsibility. Transaction managers can only process requests from responsibilities assigned the same data group as the transaction manager.

10. Request Group

Name/Application :
If you do not assign a request security group to this responsibility, a user with this responsibility cannot run requests, request sets, or concurrent programs from the Submit Requests window, except for request sets owned by the user. The user can access requests from a Submit Requests window you customize with a request group code through menu parameters.

Function and Menu Exclusions Block

Define function and menu exclusion rules to restrict the application functionality accessible to a responsibility.

1. Type : Select either Function or Menu as the type of exclusion rule to apply against this responsibility.
- When you exclude a function from a responsibility, all occurrences of that function throughout the responsibility's menu structure are excluded.
- When you exclude a menu, all of its menu entries, that is, all the functions and menus of functions that it selects, are excluded.

2. Name : Select the name of the function or menu you wish to exclude from this responsibility. The function or menu you specify must already be defined in Oracle Applications.

Self-Service Applications Security

Oracle Self-Service Web Applications uses columns, rows and values in database tables to define what information users can access. Table columns represent "attributes" that can be assigned to a responsibility as Securing Attributes or Excluded Attributes. These attributes are defined in the Web Application Dictionary.
Securing Attributes : Use the List of Values to select valid attributes. You may assign any number of securing attributes to the responsibility.
Excluded Attributes : Use the List of Values to select valid attributes. You can assign any number of Excluded Attributes to a responsibility.

Defining a Request Security Group

Using Request Security:

- You use request security to specify the reports, request sets, and concurrent programs that your users can run from a standard submission form, such as the Submit Requests form.
- To set up request security, you define a request group using the Request Groups form. Using the Responsibilities form, you assign the request group to a responsibility. The request group is then referred to as a request security group.
- You can define a request group to contain single requests, request sets, or all the requests and request sets in an application.
- If you choose to include all the requests and requests sets in an application, the user has automatic access to any new requests and request sets (without owners) in the future.
- A request security group can contain requests and request sets from different applications. If you want to define request security groups that own requests from different applications, please refer to the discussion on Data Groups.

Individual Requests and Request Sets:

Reports or concurrent programs that are not included in a request security group on an individual basis, but that do belong to a request set included in a request security group, have the following privileges:
- Users cannot use the Submit Requests form to run single requests and request sets that are not in their responsibility's request security group.
- Users can, however, run request sets that contain requests that are not in their request security group, if the request set is in their request security group.

If you assign a request set, but not the requests in the set, to a request security group, the user: - cannot edit request information in the request set definition
- cannot stop specific requests in the set from running
- can edit the request set by deleting requests from it or adding other requests to it, only if the user is the assigned owner of the request set

The Request Security Groups figure illustrates the relationship between a request security group, application user, and a responsibility.

Data Groups: A data group is a list of Oracle Applications and the Oracle username assigned to each application. Each application in a data group must have a Oracle username assigned to it. An application may be listed only once in a data group.
An Oracle username and password allow access to an application's tables in an Oracle database. Each Oracle username in a data group determines the database tables and table privileges accessible by the corresponding application or applications.

Data Group's Purpose: Each responsibility has a data group associated with it. A data group serves two purposes:
1. It identifies the Oracle username that forms connect to when you select the responsibility.
2. Concurrent managers use a data group to match the application that owns a report or concurrent program (submitted by a user of the responsibility) with a Oracle username.

Data Group's structure There are four points concerning the makeup of any Data Group.
1. Within each data group, an application can be listed only one time.
2. Within each data group, an Oracle username can be paired with more than one application.
3. Within each data group, the application Application Object Library is automatically included.
- Application Object Library's Oracle username cannot be updated or deleted.
- Application Object Library owns the database tables that oversee concurrent processing and the standard submission of reports by any Oracle Application.
4. Within each data group, a Tool Oracle username can be associated with each application-Oracle username pair. If that application-Oracle username pair is chosen as the one for forms to connect to when the responsibility is selected, then the Tool Oracle username is relevant, and appears by default.

* To prevent users of a responsibility from connecting to the database using a Tool Oracle username, you can backspace over (erase) the default entry. You cannot select a Tool Oracle username associated with another application in the data group.
The Tool Oracle username identifies the database tables and privileges a user of the responsibility has when connecting to the database using an Oracle Tool, for example, SQL*Plus.
- When users of the responsibility select Oracle Tools window to run a tool that requires a database connection, the Tool Oracle Username appears as the default tool access Oracle - Username.
- Users do not need to enter an Oracle password to use the Oracle Username.

* The Oracle Tools window may not be available on your desktop platform.
* If the Oracle Tool is query-only, for example, Oracle Browser, you may assign an unrestricted Tool Oracle Username. If the Oracle Tool allows write privileges, you should assign a Tool Oracle Username that is restricted (read-only).
* Modifying data or table structures using an Oracle Tool, for example, SQL*Plus or SQL*Forms, may damage your data's integrity and is not supported by Oracle.

Request Groups: A request security group is the collection of requests, request sets, and concurrent programs that a user, operating under a given responsibility, can select from the Submit Requests window.

System Administrators:

- Assign a request security group to a responsibility when defining that responsibility. A responsibility without a request security group cannot run any requests using the Submit Requests window.
- Can add any request set to a request security group. Adding a private request set to a request security group allows other users to run that request set using the Submit Requests window.

Users:- Can create their own private request sets using the Request Sets window. In a private request set, users can include only the requests you assign to their request security group.
- Cannot update another user's private request set using the Request Sets window.
- Cannot delete a private request set if it is assigned to a request security group.

Request Security Groups : When a request group is assigned to a responsibility, the request group is referred to as a request security group. Any user signed on under a responsibility can run the reports and concurrent programs contained in their responsibility's request security group.
The Submit Requests standard submission form displays a list of all the reports and programs in the current responsibility's request security group.

Request Sets:

1. There are significant differences between end user and System Administrator privileges when defining or editing request sets.

2. End users own the request sets they create An end user can create a request set by selecting reports, other request sets, or concurrent programs that are part of the report security group assigned to his or her responsibility.

3. When an end user creates a request set, the user automatically becomes the "owner" of the request set. Ownership is identified by the person's application username.

4. End users use the Request Set form to create a new request set, or to query and update any request sets they own. End users can only edit request sets they own.

5. We sometimes refer to a request set that an end user owns as a private request set. Private request sets are not automatically added to a request security group. That is, other users cannot access your private request sets using the Submit Requests window unless the System Administrator assigns that request set to a request security group.

6. Request sets owned by an end user are always available to that user, regardless of what responsibility the user is operating under. However, a standard submission form customized to display only reports in a request group using a code does not display private request sets.

7. When a user signs on to Oracle Applications, the user can run requests, request sets, and concurrent programs included in:
- their responsibility's request security group
- any request sets they own.

End User Benefits from Private Request Sets: Private request sets offer two main benefits to end users:

1. The request sets that users own are always available to them, regardless of which responsibility they are working under.
2. Users can create as many request sets as they want without adding request set choices to the list of standard submission concurrent programs that other users must select from.

User Profiles

- A user profile is a collection of changeable options that affect the way your applications run. Oracle Applications establishes a value for each option in a user's profile when the user logs on or changes responsibility. Oracle Applications provides these options so that you can alter the behavior of your applications to suit your own preferences.

- Oracle Applications uses a set of user profile options that are common to all the application products. In addition, each application product has its own unique set of user profile options.

- User profile options can be set at one or more of four levels: Site, Application, Responsibility, and User. Your system administrator can set default option values at any of these levels.

Basic Business Needs

Oracle Applications user profiles help you satisfy the following business needs. You should be able to:
- Set options that affect your application's behavior to your preference
- Modify product-specific variables that affect the functionality of your application to suit your business environment

Major Features

User Profile Hierarchy Oracle Applications treats user profile levels as a hierarchy, where User is the highest level of the hierarchy, followed by Responsibility, Application, and at the lowest level, Site. Each user profile option ordinarily exists at each level. For example, Oracle Applications provides a Site-level Printer option, an Application-level Printer option, and so on. Oracle Applications enforces the level hierarchy to ensure that a higher-level option value overrides a lower-level value. For example, if your Site-level Printer value is "New York", but your User-level Printer value is "Boston", you can be assured that your reports print to the Boston printer.

User Profile Options: Changeable options that affect the way your applications run.

User Profile Levels: User profile options exist at four different levels: Site, Application, Responsibility, and User levels. Oracle Applications treats user profile levels as a hierarchy, where User is the highest level of the hierarchy, followed by Responsibility, Application, and at the lowest level, Site. Higher-level option values override lower-level option values.

1. Site Level Site is the lowest profile level. Site-level option values affect the way all applications run at a given installation site.

2. Application Level Application is the profile level immediately above Site. Application-level option values affect the way a given application runs.

3. Responsibility Level Responsibility is the profile level immediately above Application. Responsibility-level option values affect the way applications run for all users of a given responsibility.

4. User Level User is the highest profile level and is immediately above Responsibility. User-level option values affect the way applications run for a given application user.

Determining User Profile Option Values Your system administrator can set values for user profile options at each profile level. Typically, your system administrator sets Site-level option values after installing Oracle Applications at a site. These Site-level option values apply until you or your system administrator changes them.

Oracle Applications derives a run-time value for each user's profile option based on the value set at the highest hierarchy level. For example, suppose your system administrator initially set your Printer option only at the Site and Responsibility levels. When you sign on to Oracle Applications, the Printer option assumes the value set at the Responsibility level, since it is the highest-level setting for that option. If you are not satisfied with that setting, you can set your own preference at the User-level, since your User-level setting overrides the Responsibility-level setting.

[Some option values can only be changed by the system administrator. You can view the value of such a user profile option, but you cannot modify that value. For example, you can view the value of the user profile option Concurrent:Request Priority, which is set at the User-level, but only your system administrator can modify its value for you]

If the default value of a user profile option at any level is inappropriate, your system administrator can change it at any time. Any change your system administrator makes takes effect as soon as you log on again or change responsibilities.

Setting Your Personal User Profile You can change a user profile option value using the Profile Values window. Using this window, you can display all your options and review the values your system administrator has set for them. You can also change those options that are updatable if you like. Changes you make to a User-level profile option take effect when you either change responsibilities or close and re-login into the application. If changes are made in character mode you must follow the same steps to apply the changes to applications running in GUI mode. Changes you make to your User-level options are still in force when you log in again.
If you never set your own User-level option values, your user profile options assume the Site-, Application-, Responsibility-, or User-level values your system administrator has set for them.

Function: A function is a part of an application's functionality that is registered under a unique name for the purpose of assigning it to, or excluding it from, a responsibility.
There are two types of functions: form functions, and non-form functions.
For clarity, we refer to a form function as a form, and a non-form function as a subfunction, even though both are just instances of functions in the database.

Defining a function: Form Function Block

Function : Users do not see this unique function name. However, you may use this name when calling your function programmatically. You should follow the naming conventions for functions.

User Function Name: Enter a unique name that describes your function. You see this name when assigning functions to menus. This name appears in the Top Ten List of the Navigator window.

Type : Type is a free-form description of the function's use. A function's type is passed back when a developer tests the availability of a function. The developer can write code that takes an action based on the function's type.
By convention, Oracle Applications form functions are registered with a type of FORM. A few, specialized functions that determine common form behaviors are registered with a type of UTIL.
Even if you do not register a form function with a type of FORM, Oracle Applications treats it as a form if you specify a valid Form Name/Application

Form /ApplicationIf you are defining a form function, select the name and application of your form.

Parameters : Enter the parameters you wish to pass to your function. Separate parameters with a space.
- For a form function, if you specify the parameter QUERY_ONLY=YES, the form opens in query-only mode. Oracle Application Object Library removes this parameter from the list of form parameters before opening the form in query-only mode.
- You can also specify a differnt form name to use when searching for help for a form in the appropriate help file. The syntax to use is:
HELP_TARGET = "alternative_form_name"
Your form name overrides the name of the form.
- Some Oracle Applications forms are coded to accept particular form parameters. For example, the Run Requests form accepts a TITLE parameter you can use to change the Run Requests window title. The syntax you should use is:
where appl_shortname:message_name is the name of a Message Dictionary message.

[Warning: In general, System Administrators should not modify parameters passed to functions that are predefined as part of the Oracle Applications products. The few cases where function parameters may be modified by a System Administrator are documented in the relevant technical reference manual or product update notes.]

Web Regions: The fields in the Web regions are only required if your function will be accessed from Oracle Self-Service Web Applications. You do not need to enter any of these fields for SmartClient and Web-deployed Applications functions.

Host Name : The URL (universal resource locator) or address required for your function consists of three sections: the Host Name, Agent Name, and the HTML Call. The Host name is the IP address or alias of the machine where the Webserver is running.

Agent Name : The second section of your functions URL is the Oracle Web Agent. The Oracle Web Agent determines which database is used when running your function. Defaults to the last agent used.

HTML Call : The last section of your functions URL is the HTML Call. The HTML Call is used to activate your function. The function may be either a static web page or a procedure.

Secured : Secured is only required when your function is accessed by Oracle Workflow. Checking Secured enables recipients of a workflow E-Mail notification to respond using E-Mail.

Encrypt Parameters : Checking Encrypt Parameters adds a layer of security to your function to ensure that a user cannot access your function by altering the URL in their browser window. You must define Encryption Parameters when you define your function to take advantage of this feature.

Defining a Menu

Menus: Menus Window is used to define a new menu or modify an existing menu.
- A menu is a hierarchical arrangement of functions and menus of functions. Each responsibility has a menu assigned to it.
- A "full access" responsibility with a menu that includes all the functions in an application is predefined for each Oracle Applications product. As a System Administrator, you can restrict the functionality a responsibility provides by defining rules to exclude specific functions or menus of functions. In fact, we recommend that you use exclusion rules to customize a responsibility in preference to constructing a new menu hierarchy for that responsibility.
- If you cannot create the responsibility you need by applying exclusion rules, you may build a custom menu for that responsibility using predefined forms (i.e., form functions) and their associated menus of subfunctions. However, we recommend that you do not disassociate a form from its developer-defined menus of subfunctions.

Prerequisites- Register your application with Oracle Application Object Library using the Applications window.
- Define any menus that you intend to call from your menu. Define the lowest-level submenus first. A submenu must be defined before it can be called by another menu.

* By calling submenus from your menu, you can group related windows together under a single heading on your menu. You can reuse your menu on other menus.
Menus Block Menu entries detail the options available from your menu.
Menu : Choose a name that describes the purpose of the menu. Users do not see this menu name.
User Menu Name : You use the user menu name when a responsibility calls a menu or when one menu calls another.

Menu Entries Block

Sequence : Enter a sequence number to specify where a menu entry appears relative to other menu entries in a menu. The default value for this field is the next whole sequence number.
A menu entry with a lower sequence number appears before a menu entry with a higher sequence number.

Attention: If you change sequence numbers or frequently insert and delete menu entries, carefully check the default value. This value may be a duplicate sequence number or an out of sequence number.
Suggestion: You cannot replace a menu entry sequence number with another sequence number that already exists. If you want to add menu entries to a menu entry sequence that uses only integers, carefully renumber your menu entries to a sequence range well outside the sequence range you want, ensuring that you do not use existing sequence numbers
Once you save this work, you can go back and renumber each entry to have the final sequence number you want.

Navigator Prompt : Enter a user-friendly, intuitive prompt your menu displays for this menu entry. You see this menu prompt in the hierarchy list of the Navigator window.
Suggestion: Enter menu prompts that have unique first letters so that power users can type the first letter of the menu prompt to choose a menu entry.

Submenu : Call another menu and allow your user to select menu entries from that menu.

Function : Call a function you wish to include in the menu. A form function (form) appears in the Navigate window and allows access to that form. Other non-form functions (subfunctions) allow access to a particular subset of form functionality from this menu.

Description : Descriptions appear in a field at the top of the Navigate window when a menu entry is highlighted.