Recurring Journal in Fusion GL Clould

Recurring Journals: Overview

This example shows how to define and generate formula recurring journals that are automatically generated every period.

Configuring the Formula Rule

1. Navigate to the Journals work area.
2. From the Tasks pane, click Create Allocation Rules.
3. Navigate to the Administer menu option and then select Calculation Manager. Calculation Manager opens in a new browser window and a cube is highlighted based on the data access set selected in the Journals work area.
4. Expand Essbase.
5. Expand VF_USA_Accounting_Flexfield (your cube).
6. Expand db.
7. Highlight the Rules row, right-click, and select New from the menu.
8. Enter the Rule Name: Special Bad Debt Allocation, accept the other defaults, and click　OK.
9. The Rule Designer opens in a new tab. Under New Objects, click, hold, and drag the Point of View object. Place it between the Begin and End nodes in the Rule Designer.
10. Enter a Caption: Point of View.
11. Perform the following steps to enter a Variable Dimension Value:

• Click the　Value　field for Accounting Period.
• Click the　Actions　icon and select　Variable　from the drop-down list. A new window opens.
• Under Category, select Database from the drop-down list.
• Click Accounting_Period.
• Click　OK.

12. Perform the following steps to enter other member dimension values:

• Click the　Value　field for another dimension.
• Click the　Actions　icon and select　Member　from the drop-down list.
• Select a member and click the　Add　icon to move the member to the　Selections　panel.
• Click　OK. Repeat for all dimensions to include in the Point of View.
• In this scenario, the following are fixed dimension values:

• Company: 01
• Department: 000
• Subaccount: 0000
• Product: 000
• Currency: USD
• Currency Type: Total

• Under New Objects, click, hold, and drag the Formula component and place it between the Point of View nodes in the Rule Designer.
• Enter a Caption: Bad Debts Calculation.
• Enter the offset member.
• Click　Next.




In this scenario, the offset is defined as account 1260, the allowance for bad debt. The offset is child combination 01.000.1260.0000.000 when combined with the fixed member dimension values in the Point of View.




1. Perform the following steps to enter the Formula member dimension value:

In this scenario, the formula member dimension value is defined as account 7730. The bad debt expense is charged to child combination 01.000.7730.0000.000 and combined with the fixed member dimension values in the Point of View.

• Click the icon for the formula field and select　Member　from the drop-down list.
• Select the　Account　dimension value, highlight the row, and click the　Select　icon to move the value to the　Selections　panel.




In this scenario, the goal is to calculate an allowance for bad debt based on the period-to-date activity in trade receivables account 1210. Trade receivable is child combination 01.000.1210.0000.000 when combined with the fixed member dimension values in the Point of View.

• Repeat for the other formula member values and click　OK　when all formula members are selected.

In this scenario, the following dimension values are selected. Selection of members for the following dimensions is required for the source in a formula component.

• Scenario: Actual
• Balance Amount: Period Activity
• Amount Type: PTD








• Multiply the formula expression by .05.


• Click the　Save　icon.


• Click the　Validate and Deploy　icon.




Creating the Runtime Prompt Variable




Create a runtime prompt variable as an optional component of a rule. When you generate an allocation based on a rule with a defined runtime prompt variable, you are prompted to specify a dimension member for the variable. The variable is used in the allocation calculation.




For example, use a runtime prompt variable of Accounting Period, which prompts you to specify the period to use in the allocation calculation. A runtime prompt variable can be created once and used in multiple rules.




1. Navigate to the Journals work area.
2. From the Tasks pane, click Create Allocation Rules.
3. Once the Calculation Manager opens in a new browser window, a cube is highlighted based on the data access set selected in Journals work area. To define the runtime prompt, select Variables under the Tools menu.
4. Expand to the db under the cube, highlight the row, right-click the row, and select New from the menu.
5. The Variable Designer opens in a new tab. A default value must be entered and the variable name can't contain any spaces. Complete the fields, as shown in this table.

Field	Value
Name	AccountingPeriod
Type	Member
Dimension	AccountingPeriod
Default Value	Apr-17
RTP	Selected
RTP Text	Enter Accounting Period

6. Click the　Save　icon. The runtime prompt variable is ready for use.

Creating the Rule Set




Rule sets are created by combining two or more related rules together to enable sequential allocating of balances.




1. Navigate to the Journals work area.
2. From the Tasks pane, click Create Allocation Rules.
3. After the Calculation Manager opens in a new browser window, expand to Rule Sets under the highlighted cube. Highlight the row, right-click the row, and select New from the menu.
4. Enter the rule set name and click　OK.
5. The Ruleset Designer opens in a new tab. Expand to the db under the cube for which the rule set is created, expand the rules, and drag the rules under the rule set.
6. Click the row for the rule set, click the Variables tab, and select Merge Variables.

Merge variables means that common variables among all of the rules in the rule set are merged. You only have to select the runtime prompt value once when submitting the Generate General Ledger Allocations process.

7. Click the　Save　icon.
8. Click the　Validate and Deploy　icon.

Generating the Allocation Journal




Start the allocation process to create the journal entries that populate the account balances.




1. Navigate to the Journals work area.
2. From the Tasks pane, click Generate General Ledger Allocations.
3. Select a rule or rule set and enter any runtime prompt values.
4. Click　Submit.
5. The Generate General Ledger Allocations task submits four processes consecutively (three, if the Post Allocations option isn't is selected). The processes calculate the allocation, write the results to the GL_INTERFACE table, import the journal batches, and post the journal batches to the General Ledger.




Scheduling Recurring Journals: Examples




　




You can create processing schedules for recurring journal entries that have been defined in the Calculation Manager. Scheduling automates the monthly generation of the entries and speeds up the close process.




You can define multiple schedules for each calendar in General Ledger. These schedules can increment by accounting period, based on any calendar defined. Schedules are shared across ledgers.




Scenario




In this example, you have created a reserve for bad debt recurring journal entry in the Calculation Manager. Now, add a recurring schedule to the entry to generate the entry once a month on the last day.




1. From the Journals work area, select the Generate General Ledger Allocations task. The Generate General Ledger Allocations page opens.
2. Select the rule: Reserve for Bad Debt.
3. Specify　Accounting Period: Blank

Note:　The　Accounting Period　field appears if you use a runtime prompt in your rule and select　Accounting Period　as the runtime variable.

4. Select the　Post Allocations　option.
5. Click　Advanced.
6. Click the　Schedule　tab.
7. Select the　Using a schedule　option.
8. Select a frequency of Monthly.
9. Select　Repeat:　By date.
10. Enter start and end dates.
11. Click　Submit.

The following figure shows the Schedule tab on the Generate General Ledger Allocations process page. The options on the page are set to the values as directed in steps 7 through 10.

12. The generation process runs at the scheduled time.