Receipt Accounting

Moustafa Abdulrahman

Oracle Fusion SCM Consultant

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Introduction:

This white paper was made to solve the confusion of “Receipt Accounting” and give a

better understanding of each ESS Job “Scheduled Process” and what it exactly does. If you have

anything you want to add to that paper, please don’t hesitate to E-mail me. Special thanks to

Oracle development team whom have helped us partners to understand it.

Receipt Accounting

There are two kinds of accruals:

1-Accrue on receipt.

2-Accrue on period end.

For all inventory items, it'll be always on receipt but for expense you can choose between these

two kinds.

We are going to be talking about inventory items so we'll talk about "Accrue on receipt".

So this represents the different events that happens in the P2P cycle, so you start with a

"Requisition" and that can be converted to a "PO" either manually or automatically and then the

"PO" is going to be sent to a supplier and the supplier is going to send you the goods so you

receive the goods and once you receive it you can optionally do "Inspection" and then "Put

Away" into the inventory and then the supplier will give you an "Invoice" that you'll record into

payables and then you'll be matching with either with the "PO" or "Receipt" then you'll be



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making a "Payment" this invoice can be either manually or automatically created, the pay on

receipt functionality is still available in Fusion. So these are all the P2P events.

Let's take a look at how things going to be accounted.

So, for example when you raise a "Requisition" you can encumber the amount (Optionally) so

when an encumbrance ledger will be created (by the financial consultant). The encumbrance type

will be commitment so you are kind of committing to a “Commitment” so you are reserving the

funds in the ledger so that is why there would be an encumbrance made into the ledger.

Subsequently you are going to raise a PO based on the PR at point of time the encumbrance is

going to be reserved and it is going to be converted into an "Obligation", so you are pretty much

going to pay this supplier now. So, you want to encumber this amount.

Once you receive the goods, now you are sure you want to pay the supplier and at that point you

are going to relief the encumbrance and knock off the entry, and you are going to book the

accrual so you are pretty much paying the supplier. And the receiving is going to be debited.



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So why do you do this? Because you want to show this payment or (liability) to the supplier and

relief all the encumbrance and turn it into an actual entry as demonstrated.

Now next thing, you may want to inspect the goods (Optionally) so that is the entry you'll see.

(Receipt Routing)

Now after inspecting it and you found that it is pretty good, so you want to deliver it to

inventory, that is when this transaction happens:

And then when you account the invoice, it’ll have that accrual on it so that is why accrual is

going to be knocked off and liability will be booked.

And now when you make the "Payment" the "Liability" is knocked off and then cash or bank is

booked.



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So what we are going to get exposed to in this paper is shown in that segment:

So the "Receipt Accounting" deals with these two events only. And the “Put Away” transaction

is dealt with "Cost Accounting"

And we have these two (Receipt Accounting & Cost Accounting) as separate individual products

and are made independently. "Cost Accounting" is not only for the (Put Away) but it's for any

transaction done in the inventory, so whenever there is an impact into the inventory, that

particular event is going to be impacted by the "Cost Accounting", whatever is dealt with the

(Receipt) kind of activity is going "Receipt Accounting".

These two put together is called "Cost Management":



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Receipt accounting integrates with a lot of products within the HUB

Let us talk about (Accrue on Receipt):

As we said "Cost Management" has two pieces into it, one is "Receipt Accounting" and the other

is "Cost Accounting" all the other products within the cloud interface with it by populating the

interface tables and from the interface, distributions are going to be created and from

distributions accounts are going to be created. So, that is briefly the architecture.

Also, we have two more products, it's the "SLA" and "TAB".

When you create a "PO" a lot of accounts are going to be populated on it like "Charge Account"

"Accrual Account" "Variance Account" and all these accounts are going to be automatically

populated, how? In EBIZ we used to have "Account generator workflow" in Fusion we no longer

have it and we have "TAB".

Now you are going to receive the goods, once you save the receipt you have accounted it and in

this case, you'll have to run a program called



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"Transfer Transactions from Receiving to Costing": this program (ESS Job), will pick the

"Receipt" transactions and send it to the "Costing" interface.

BUT they'll have to be transferred into distributions, so you'll run a program called

"Create Receipt Accounting Distributions”: it'll look at the interface tables and create

distributions and these distributions are nothing but the account combinations.

So, if you are receiving there has to be two lines like in the previous demonstration. Then the

third program is "Create Accounting" is nothing but SLA accounting which is going to be

invoked and it'll consider the distributions and then generates the journals. All these programs

are going to be referenced as "Concurrent Programs" which is an old naming in EBIZ but in

Fusion they’re called "ESS jobs" and it can be accessed through the navigator by clicking on

"Scheduled Processes", you don't have to worry as all these three jobs can be scheduled.

Now the next step is to "Put Away" the goods from receiving to inventory, and again you have to

run another program which is "Transfer Transactions from inventory to costing" and then you'll

have to run "Create cost accounting distributions" and that is when the distributions are going to

be created and then the actual journals are going to be created.



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Now you are going to create an invoice, and when you create it and match it against a PO or a

Receipt, and when you do it you run "Create Accounting" and then you run "Transfer Costs to

Cost Management" that brings the data from payables into costing and you do it because you

need these accounts for reconciliations and again run "Create Receipt Accounting Distributions"

because they'll come from the interface first.



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Now you are going to run another program which is called "Match Receipt Accruals" and it'll

match accruals which is booked in the receipt accounting with ones coming from the payables,

so you need to make sure your accruals are knocked off correctly.

And then you can run "Accrual Reconciliation Report" which will book these two values and

show it to you.



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And from this report you can see "Accrual" in one-time CR and the other DR and both knocked

off each other and the net balance in this case will be 0.

Demo:

Steps:

1-Create a PO and in our case, it’ll be “Direct”.



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2-Receive the PO.

3- So now according to the previous slides we have to send these info across to the costing, so

this receipt transaction should be made available for the costing to do the accounting so we have

to run these programs.

And of course, not the put away as our receipt was direct.

So now you'll go and run an ESS job. Which are?

1-Transfer Transactions from Receiving to costing.

2-Transfer Transactions from inventory to costing.



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So now they'll go into interface, so we have to run the second one. Why? Cause we have done

the put away as well.

And now let us run "Create Receipt Accounting Distributions" and that will pick from interface

to distributions. So how do you run it?

Go to the main menu—Costing. You will see "Cost accounting" and "Receipt Accounting"

which are two different activities "Receipt Accounting" will take care of receiving activity and

"Cost Accounting" is going to take care of "Put Away" activity.

So click on "Receipt Accounting" in which you will find this screen.



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So click on "Create Receipt Accounting Distributions" cause your transactions are sitting in the

interface, you need to pick them from the interface and turn them into distributions

Now distributions are getting created, go ahead and query the status.



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Once you have distributions, you need to run "Create Accounting" and then you'll have the

journals.

So what will SLA do, it's going to look at distribution and create journals, so you'll be able to see

the journals.

And then you'll match with the invoice. So go to ESS and make sure it's done.



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Go to "Review Receipt Accounting Distributions" and give your PO number.

Don't mind the encumbrance one, click on the second one, and at the bottom you can see two

lines.



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Now let us go and create an invoice and we then match them.so navigate to payables---invoices

and then click on "Create Invoice" and query with PO# and you'll pick up most of the info and

give a proper number

So you have the invoice created.



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But it's not validated, so go on "Invoice Actions" and "Validate" it then again "Invoice Actions"

and click on "Post to Ledger", so the SLA is now running the accounting. You'll get a

confirmation message..

When you click on "View Accounting" you will see that the accrual got knocked off and the

liability got booked

Which is the same as we demonstrated, and these have to go to GL. So let us go and check our

ESS. So we'll run "Transfer Costs to Cost Management" and that program will pick all the

accruals and send it across to interface table.



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So it'll ask for BU and Cut-off date.

Now you have again to create a distribution out of it and take it from the interface. So we go

again on "Create Receipt Accounting Distribution" from "Costing"—"Receipt Accounting"

So what we are basically trying to do is



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We are trying to get the "Accrual info" to interface and from interface to distribution so we can

do the matching and make sure they match.

Now we have all the info with us

And now we have to make sure they match and they knock off each other, so go on



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And this program will do all the matching then we run a report that will tell us how good the

match is.

So we have it

So let us go and take a look at the accrual reconciliation which we have to do through the ESS.



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Wait for it to finish and review the output. And it'll look like this:

So both are knocked off as you can see.

Now the example we have seen was the ideal case in which they match but in sometimes they

might not match for various reason



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So for example you received 49 out of 50 so you might not receive a bill from the supplier for

the remaining item so you need to knock it off..so accruals in receipts can be different than

accruals in the payables side, so there might be some remaining amount.

So when you account this invoice, it'll be different.



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So you can go and do it manually or you can do a "Clear Accrual Balances & Match Receipt

Accruals" so you just run the program and knock off the slight differences and when you do it

it'll knock off, so it is essentially decreasing the accrual from receipt. But you have to make sure

your inventory is valued correctly, so everything could be in sync

Now let us go and do the example again on the application:

It is going to be a replication of what we have done earlier on. So we'll create a PO and receive

it.



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The PO amount will be 50 as it was before,

And just go and create a receipt under the appropriate inv

And then we go and run the same ESS jobs..

1-From Receiving to costing. (ESS Job)

2-Create Receipt Accounting Distributions. (ESS Job)

3-Create Accounting. From the tab on the side

So the matching will happen only if these accounts has been gone to GL that is why we are

running the "Create Accounting"

So let us go now into payables—invoices and follow the same steps but this time will invoice

less quantity.

Then validate it then post to ledger then let us look into the accounting now.



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It shows 4,900.00 now while the one booked in purchasing was 5,000.00,click save and close.

Then after that we run "Transfer Costs to cost management"

That will be picking all the invoices that has been accounted and posted in GL and send them

across to costing.



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So now you have to make the distributions again from the costing---Receipt accounting.

Click on "Create Receipt Accounting Distributions"

Once it's done you'll do the matching and find the difference.



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And then we'll run the "Accrual Reconcialtion Report" and the difference shall be shown.

Wait for it to complete then open the output.



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This is the one for the PO and as you can see here there is a balance for 100 and you want to

clear it off, there is 2 ways:

1-Manually.

Navigate to receipt accounting then

Click on "Adjust Receipt Accrual Balances"



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Click search

You will see the difference, then you will decide to change it by clicking on "Adjust Accrual

Balances" so after that click on "Actions" and then "Adjust Balances"



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When you click on it, it'll create an adjustment entry for 100, nevertheless you can do it

automatically just navigate to

"Manage Accrual Clearing Rules" and in here you can write the rules, like if for example the

difference between the accruals is 2% of the actual amount then go ahead and clear it.

You query the rule first and edit it if desired, and use "Clear Receipt Accrual Balances" page to

clear it.



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This is just an OBR so for instance in our example we have missed one piece out of 50 which is

almost 2% and in our condition we have 5% so we leave it and we also leave "ClearAccruals" as

it is, the conditions comes from the imp guide..

The one we have used is the marked one..

Then you go to the other task which is "Clear Receipt Accrual Balances"



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So that program is going to evaluate all the rules and then identify all the PO that'll fall into this

criteria and then goes and creates that amount.

So now after it's done



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Click on "Audit Receipt Accrual Clearing Balance"

So now let us go and see, just search using the PO and BU.

As you can see here the 100 has been accounted. Now let us go ahead and send that entry that we

have seen for 100, so we send it to the interface then distribution and look at how entries will

show up on the screen..

Click on "Create Accounting"



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Once you do it, you shall not see any balance now..

Go and check it on ESS..

Now after it's done, I have to match the receipt accruals and then run the report. Go to "Cost

Accounting" then



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Click on "Match Receipt Accruals"

After it's complete, we need to run the "Accrual Reconciliation Report" from ESS.



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Now it should show no balance..

Now you can see that an accrual clearing has happened.



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By saying "Offset Days" you can limit the number of days beyond which you can post it to the

previous period, in other words look at the slide.

Basically it'll happen to expense items as we talked about previously, and it'll create the

following two lines..



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Documents

Receipt Accounting