®

Mass Additions Create

Document Version: 1.0

Date: Jan 2001

Author: Samantha Denye

 Table of Contents

Overview 3

Entering Invoices 3
Entering a Basic invoice 3
Entering Invoice Distributions Manually 6

Approving an Invoice 8

Posting the Invoice to General Ledger 10

Parameters in Detail 13
Example Log Files 15

Create Mass Additions 16

Criteria used to Create Mass Addition lines 17
Running Create Mass Additions for Oracle Assets 19
Example Log Files 22
Reviewing the Mass Addition Line in Oracle Assets 24
Data brought over to Oracle Assets from Oracle Payables 26

Reference Material 33

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 Overview
The Mass Additions Create Program is used to create Mass Addition lines in Oracle
Assets from Invoice line distributions and in Oracle Payables and from Projects lines
entered in Oracle Projects.

After you Create Mass Addition lines, you can review and amend them in the Prepare
Mass Additions window in Oracle Assets. Once you are satisfied with the lines you can
run the Post Mass Additions Program to create Assets from these lines in your Corporate
Depreciation books.

Before you can use Create Mass Additions functionality you need to ensure the following
steps have been completed:

a) Corporate books in Oracle Assets are defined.

b) Asset Categories in Oracle Assets for the corporate books you want to use with mass
additions are setup with the correct clearing accounts.
c) Invoices have been entered in Oracle Payables.
d) Invoice distributions meet the necessary criteria to be imported from Payables into
Oracle Assets. The criteria will be discussed in detail later in this document.

Entering Invoices
You can either enter Invoices in the Invoices window or enter them in batches in the
Invoice Batches window. You can enter Recurring Invoices or use the Payables Invoice
Import Program to create Invoices for expense reports or use the Payables Open Interface
Import Program to import invoices, including EDI invoices, from other systems.

In this example we will focus on entering a manual Invoice and complete all the steps
necessary to see this Invoice distribution line appear in Oracle Assets as a Mass Addition
line.

Entering a Basic Invoice

Use this procedure to enter a trade invoice you get from a supplier if the invoice is basic
(will not be matched to a purchase order). You must define a supplier and at least one
pay site before using this form.

To enter a basic invoice:

1) Responsibility: Payables Manager

2) Navigation Path: Invoices>Entry>Invoices

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3) Choose Standard or Mixed for the invoice type.

4) Enter the Supplier or Supplier Number. In the example below we are using Supplier
JOE KOOL which has a supplier number of 2040.

5) Enter the Supplier Site to which you will send the payment of the invoice. Payables
will print the address for this site on the payment.

6) Enter the Invoice Date or accept the Payables default (sysdate) by choosing [TAB].
If you enter a date in the future period, Payables will put the invoice on Future Period
hold during Approval. Payables may use the invoice date you enter as the Terms
Date and GL Date default for an invoice, depending on how your Payables Options
and Defaults are setup. If your GL Date Basis Payable Option is set to Invoice
(Date), you must enter an invoice date that is in an open or future period.

7) Enter the Invoice Number from the invoice your supplier sent you or accept the
Payables default (sysdate) by choosing [TAB]. Payables will not allow you to enter

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 duplicate invoice numbers for the same supplier. In our example the invoice number
is sam3.

8) Enter the full Invoice Amount including tax, freight and miscellaneous charges.

9) Enter the description of your invoice. This will appear on your payment document
any may appear in your General Ledger.

10) Enter the distributions

a) Automatically by entering a pre-defined distribution set

b) Enter them manually by hitting the Distributions button or
c) Match the invoice to a purchase order

Entering Invoice Distributions Manually

Click the Distributions button to enter the Distribution information.

You will notice here that the Invoice Total is displayed and the Distributions Total is
Zero and appears in red. The Distributions total will be automatically updated when you
enter a distribution.

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1) Choose a Distribution type. Choose ‘Item’ for goods or services you ordered.
Choose ‘Miscellaneous’ for other expenses on an invoice that are not freight or tax.

2) Enter the distribution amount and the GL Account. If you enter an asset type
Account, Payables automatically enables the Track as Asset check box and you
cannot change it. If you enter an expense account and want to import this distribution
to Oracle Assets, enable the check box manually.

3) The distribution GL Date defaults from the invoice GL Date you entered. You can
override the default and change the distribution GL Date to any date in an open or
future period. Payables uses the GL Date to determine when to create a journal entry
for the distribution.

4) Enter any additional distributions in the same manner. If the sum of the distributions
does not equal the Invoice Total, Payables will put the invoice on Distribution
Variance hold during invoice Approval.

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Now that the distribution information has been entered the Distribution Total equals the
Invoice Total and it is no longer shown in red. The Status of the invoice shows as Never
Approved. The next step in creating a mass addition line from this invoice distribution is
by approving the invoice. The screen shot shown below details how to approve it.

Approving an Invoice
1) Click on Actions

2) The Invoice Actions window appears.

3) Check the Approve box.

4) Choose OK.

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Oracle Payables then approves the Invoice and displays the number of holds applied and
released during the cycle of Approval. If the message says No holds placed your invoice
has been approved.

If an invoice is held for any reason e.g. invoice date was in a future period, should correct
the error and resubmit the approval. However there are certain holds that will still be
picked up when Mass Additions Create is run. For details on the different types of holds
please consult Appendix E of the Oracle Payables User Guide.

Here we can see that the invoice sam3 has a status of Approved. The next step is posting
the invoice to General Ledger.

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 Posting the Invoice to General Ledger
If you use General Ledger with Payables and have completed all of the above steps, you
are ready to transfer your Accounts Payables transaction information to the General
Ledger and to create unposted Journal Entries.

During your system setup you defined your Accounting Flexfield, Set of Books,
Accounting Period Types and your Accounting Calendar in General Ledger. You also
chose the accounting method you wanted Payables to use to create unposted journal
entries for your invoices and payments.

To successfully post invoices to the General Ledger you need to ensure that your period
in General Ledger is Open or Future Enterable.

You may want to ensure your Payables System Options are defined correctly and submit
the Posting Hold report to identify and resolve any posting holds on invoices. You could
also submit the Expense Distribution Detail report to review detail invoice distribution
information and the total amount of unposted invoices, for accounts, dates and posting
statuses your specify.

To Create Journal Entries for Oracle General Ledger

1) Navigate to the Submit Requests window in Oracle Payables.

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2) Choose the request type of Single request and select the request – Payables Transfer to
General Ledger.

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3) Enter the Parameters:

The parameters you enter determine how Payables transfers Invoice and Payment
information to your Primary (and if you use Combined Basis Accounting, Secondary) set
of books in your General Ledger. You also specify if you want to maintain audit
information and you can specify your Journal Entry creation Method.

Most of the default parameters come from defaults you define in the Payables Options
window, however the Set of Books you choose (and the implied accounting method)
determines which defaults Payables displays and how you can use the options in the
zone. For example, if you choose to post to your Cash Set of books, the only journal
entry category you can choose is Payments.

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 Parameters in Detail
Set of Books Name – If you only define a Primary set of books in the Payables Options
window, Payables automatically enters this and you cannot change the default.
If you define a Primary and Secondary set of books, Payables displays both as the
default. This indicates that Payables will Create Journals into both sets of books. You
can override this default and enter either your Primary or Secondary set of books.
Whenever the value in this field is changed, Payables displays new defaults in the Journal
Entry Category field, the Primary set of books and the Secondary set of books fields.

Batch Name – Enter a name for your Journal Entry batch so that you can easily identify
it in your General Ledger. Oracle Payables uses Journal Import to create a Journal Entry
batch for each set of books and accounting period. If you do not enter your own batch
name when you transfer your invoice and payment information, Journal Import uses the
journal entry source, request ID, actual flag (A,B or E Actual, Budget, Encumbrance) and
the Group ID to automatically create a name for your journal entry batch. If you enter a
batch name, journal import appends the automatically generated name to it.

Post Through Date - Enter the date through which to transfer invoice and payment
information. Payables transfers information for the invoices and payments with GL
Dates on or before this date. The GL date determines the accounting period in your
General Ledger.

Journal Entry Category – The category you select depends upon the accounting method
of the set of books you specify:

Invoices – Payables transfers journal entry information for your invoice expenses
and liabilities. You can select only Invoices if you are creating journal entries for
your accrual set of books.

Payments – Payables transfers journal entry information for your payments. If

you are creating journal entries for only your Cash set of books, Payables enters
Payments in this field and you cannot update this value. If you are creating
journals for your Accrual set of books, you can select Payments.

All – If you are creating journals for your Accrual set of books, Payables transfers
journal entry information for both invoices and payments. If you are creating
journal entries for both your Cash and Accrual sets of books, Payables transfers
journal entry information for both sets of books.

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Submit Journal Import – The default for this field is Yes. If you do not use General
Ledger with Payables the default is No and you cannot update this field.

Yes – Submit Journal Import during posting. Journal import automatically creates
journal entry batches, headers and lines from the invoice and payment information
you transfer to General Ledger.

No – Submit Journal Import later, review the posting concurrent request log file to
determine the Group ID. Use the Group ID for the posting concurrent request to
submit Journal Import in General Ledger.

Primary/Secondary Set of Books Summary or Detail Posing – Use these fields to

specify audit information options and journal entry creating method for your Primary and
Secondary set of books. You have a Secondary set of books only if you are using
combined basis accounting.
You can choose whether to maintain audit information for your liability, discount taken,
exchange rate gain or loss and cash clearing transactions. You can also choose whether
Journal Import creates journal entry lines in detail or summary. If you want to create
detail journal entry lines for accounting transactions, you should maintain audit
information for all your invoice and payment transactions in your Primary set of books.
Journal Import requires this audit information to create detail journal entries.

Create Summary Journals – Enter Yes if you want Payables to create summary journal
entry lines for your invoice and payment transactions when inserting into the journal
entry batches, headers and lines tables of General Ledger (GL_JE_BATCHES,
GL_JE_HEADER, GL_JE_LINES). Oracle Payables combines all the invoice or
payment transactions to a particular Account into a single journal entry. If you enter No,
Payables creates one journal entry line for each invoice distribution line and payment
distribution line.

5) Choose OK once the parameters have been entered and click Submit.

The Payables Transfer to General Ledger will be submitted and if you selected to run
Journal Import automatically, this will also be submitted. Oracle Payables automatically
prints the Accounts Payable Journal Entry Audit Report, which shows the total number
and amount of journal entries for each batch. If you had exceptions during posting,
Payables prints the Account Payable Journal Entry Exception Report.

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Payables Transfer to General Ledger Log File – APPPST

Journal Import Log File – GLLEZL

Once the journals have been sent to General Ledger you are now ready to run the Create
Mass Additions Program from Oracle Payables to send any asset distribution information
over to Oracle Assets.

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 Create Mass Additions

Create Mass Additions lets you send Mass Addition lines from Oracle Payables as cost
adjustments or as potential new assets. Create Mass Additions sends valid invoice line
distributions and associated discounts from Payables to an interface table in Oracle
Assets, FA_MASS_ADDITIONS.

The Mass Addition lines are reviewed in Oracle Assets and it is then determined whether
to create Assets from the lines for to delete them. There is a certain set of criteria that
must be met for Invoice distributions to be picked up by the Create Mass Additions
program and sent to Oracle Assets. You can run Mass Additions Create as many times as
you like during an open period.

If you use the Multiple Organization feature in Oracle Payables and have multiple
Corporate Depreciation books, ensure you Create Mass Additions for the correct Oracle
Assets Corporate book since it cannot be ran again. You cannot run Create Mass
Additions for Tax Books.

When you enter an invoice in Payables, if you want the invoice line to be imported to
Oracle Assets, you must charge the distribution to a clearing account that is already
assigned to an asset category. This line amount can be either positive or negative.
Discount line distributions are brought over to Oracle Assets automatically have a
description of discount.

If you enter a purchase order in Purchasing with multiple units and match it completely
to an invoice in Payables, the Create Mass Additions process uses the number of units
specified by the original purchase order for the mass addition line. Mass Addition lines
created from invoices entered directly into Payables without matching to purchase
order default to one unit.

You can define a default asset category for an item in Purchasing or Inventory. Then
when you purchase and pay for one of the items using Purchasing and Payables, the mass
additions process defaults this asset category. This is the only time Oracle Assets
defaults an asset category for a new mass additions line.

If you want mass addition lines for an item to appear in Oracle Assets with an asset
category, you must:

a) Define a default asset category for an item in the Item window in Purchasing or
Inventory.

b) Create a purchase order for that item.

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 c) Receive the item in either Purchasing or Inventory

d) Enter the invoice in Payables and match it to an outstanding purchase order.

e) Approve the invoice

f) Post the invoice to General Ledger.

After you run create mass additions, the mass addition line appears with the asset
category you specified for this item.

Criteria used to Create Mass Addition lines

Conditions for ASSET Invoice Line Distributions to be Imported

For the mass additions create process to import an invoice line distribution to Oracle
Assets, these specific conditions must be met:

1) The line is charged to an account set up as an Asset account.

2) The account is set up for an existing asset category as either the asset clearing
account or the CIP clearing account.
3) The Track as asset check box is checked. (It is automatically checked if the
account is an Asset account).
4) The invoice is approved.
5) The invoice line distribution is posted to Oracle General Ledger from
Payables.
6) The General Ledger date on the invoice line distribution is on or before the
date you specify for the create program.
7) If you use the multiple organization feature, your Payables operating unit must
be tied to the same General Ledger set of books as the corporate book for
which you want to create mass additions.

Conditions for EXPENSED Invoice Line Distributions to be Imported

You can create expensed items from expensed invoice line distributions in Oracle
Payables. Oracle Assets does not depreciate or create journal entries for expensed items.
You cannot change the expensed item to a capitalized or CIP asset.

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The create mass additions process imports an expensed line only if:
1) The invoice line distribution is charged to an Expense account
2) Track as asset is checked
3) The invoice is approved
4) The invoice line distribution is posted to Oracle General Ledger from
Payables.
5) The General Ledger date on the invoice line distribution is on or before the
date you specify for the create program.
6) Your installation of Payables must be tied to the same General Ledger set of
books as the corporate book for which you want to create mass additions.

To be picked up by the Mass Additions Create program the following setting are
required against the line in the AP_INVOICE_DISTRIBUTIONS table:

assets_tracking_flag = ‘Y’
asset_additions_flag = ‘U’ (U= Untested, Y = Accepted, N= Rejected)
posted_flag = ‘Y’
accounting_date = ? (must be <= to the date entered when running the create mass
additions process)

The following script can be run to check the relevant flag settings for lines that have
not come through to Oracle Assets:

SQL> Select apid.accounting_date, apid.assets_tracking_flag,

apid.assets_addition_flag, apid.posted_flag, apid.set_of_books_id,
glcc.chart_of_accounts_id, glcc.account_type, apid.invoice_id
from ap_invoice_distributions apid, gl_code_combinations glcc
where invoice_id = ????;

On completion invoice lines that have been accepted by the Mass Additions Create
program can be seen in the Prepare Mass Additions form within Oracle Assets.

FA_MASS_ADDITIONS will have been populated which causes the Mass Additions
triggers to fire and insert the distribution information into the
FA_MASSADD_DISTRIBUTIONS table.

The triggers are:

FA_MASS_ADDITIONS_INSERT_DIST – This inserts the row into

fa_massadd_distributions when a row has been inserted into
fa_mass_additions with distribution information.

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 FA_MASS_ADDITIONS_UPDATE_DIST – This updates the distribution
information in fa_massadd_distributions when the
distribution information is updated in fa_mass_additions.

FA_MASS_ADDITIONS_DELETE_DIST – This deletes the

fa_massadd_distributions information when the corresponding row in
fa_mass_additions has been deleted.

FA_MASS_ADDITIONS_INSERT_NAME – This inserts into

fa_massadd_distributions when you manually insert fa_mass_additions
rows with distribution sets.

You can check that all Mass Additions triggers are enabled by running the following
script:

SQL> Select trigger_name, triggering_event, owner, status

from dba_triggers
where trigger_name like ‘FA_MASS%’;

Running Create Mass Additions for Oracle Assets

You can run Create Mass Additions for Oracle Assets as many times as you like during a
period. Each time it sends potential asset invoice line distributions and any associated
discount lines to Oracle Assets. Payables ensures that it does not bring over the same line
twice. Verify that you are creating mass additions for the correct corporate book since
you cannot undo the process and resend them to a different book.

Payables sends line amounts entered in foreign currencies to Oracle Assets in the
converted functional currency. Since Oracle Assets creates journal entries for the
functional currency amount, you must clear any foreign currency invoices manually in
your General Ledger. Review the Mass Additions Create Report to see both foreign and
functional currency amounts.

Steps to Submit Mass Additions Create from Payables

1) Responsibility: Oracle Payables

2) Navigation Path: Other Requests Run

3) Choose Request Set

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4) Select Mass Additions Create Program

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5) Populate GL Date and Book

6) Ensure Mass Additions Create Report is populated with BOOK name.

7) Click Submit Request.

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This will submit the Mass Additions Create Request set consisting of the following
requests:

1) Report Set – FNDRSSUB

2) Request Set Stage – FNDRSSTG

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3) Mass Additions Create – APMACR

From the above Mass Additions Create Execution Report we can see that 1 Record was
inserted which had an asset account of 1570. The invoice ID was 42167.
Since this Invoice line was not matched to a purchase order the default # of units was
one.

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The Mass Additions Create report that is produced has a short name of FAS824. The
difference between the report that is spawned from the request set and the standalone
report that can be submitted from the Standard Report Submission form is that the
standalone report only shows data from the last Mass Additions Create run. This is a
limitation of the FA_SYSTEM_CONTROLS and FA_MASS_ADDITIONS join on
concurrent request_id.

Reviewing the Mass Addition Lines in Assets

Once you have created the mass additions for a particular book they will be sent to Oracle
Assets and they can be reviewed in the Mass Additions Prepare form (FAXMADDS).

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4) Navigate to the Prepare Mass Additions Form.
Responsibility: Fixed Assets Manager
Navigation Path: Mass Additions>Prepare Mass Additions

5) The Find Mass Additions Window will appear. Enter the Book for which you Create
Mass Additions and enter a queue of NEW. The Mass Addition lines will be on the
NEW queue since they are not yet ready to be posted and become assets. Several
vital pieces of information are missing from the mass addition definition.

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 Data brought over to Oracle Assets from Oracle
Payables
The screen shots below show you exactly what information is brought over to Oracle
Assets in the Mass Additions Create Program.

Invoice Number - This defaults from the invoice header.

Line Number - This defaults from the invoice distribution line number.

Queue - All Mass Additions from AP come in on the NEW queue.

Description - This corresponds to the invoice line distribution description. One mass
addition line is created per invoice distribution.

Units - If the invoice is not matched to a purchase order then mass addition lines will be
created with a default of one unit.

Cost - This will match the invoice line distribution amount.

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Category - This will ONLY be populated if the item on your invoice line is defined in
Oracle Inventory or Purchasing with a default category. Normally this field is NULL.

Supplier Name and Number - These default from the invoice header.

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PO Number - This will be populated if the invoice is matched to a Purchase Order.

Source Batch - This will be populated if you entered a Batch Name when as a Parameter
when running the Payables Transfer to GL.

Project Number - This will contain the Project Number if the line came from Oracle
Projects.

Task Number - Oracle Projects fields.

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Create Batch - This number represents the concurrent request id of the Create Mass
Additions run that created the line.

Create Date - This is the same as the invoice date.

Source System - This is how we can tell where the line originated e.g. Oracle Payables.

Invoice Date - This is populated from the invoice.

Clearing Account - The Clearing Account that you entered on the Invoice line
distribution comes over to Oracle Assets.

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Asset Number – This is only populated when you Post the Mass Addition and it becomes
an Asset.

Asset Key – This has to be entered when you prepare the Mass Addition line before
posting if it is a required key flexfield value.

Tag Number – If you wish to use this field you must assign a unique value.

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Asset Type - This is defaulted from the asset category. Capitalized if the invoice line
matched an Asset Clearing Account, CIP if it matched a CIP Clearing Account and
Expensed if the invoice line was an expensed item that was tracked as an asset.

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Book - This is defaulted from the book that Mass Additions Create was run.

Depreciate - This is automatically checked if the asset type is capitalized and not checked
if the mass addition line is of type Expensed.

Date in Service - If the sysdate is in the current open period, the default date placed in
service is the calendar date you enter the asset. If the calendar date is before the current
open period, the default date is the first day of the open period. If the calendar date is
after the current open period, the default date is the last day of the open period. You have
the choice of accepting this date or entering any other date in the current accounting
period or any prior period. You can never add assets with a future DPIS. You can
change the DPIS at any time. If you change it after depreciation has been run, Oracle
Assets treats this as a financial adjustment and the depreciation reserve is recalculated
accordingly.

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 Reference Material
Mass Additions Create FAQ is available on MetaLink – Note 125614.1

Oracle Payables User Guide

Oracle Assets User Guide

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