Use journal lines definitions to create sets of line assignments for an event class or event type. These sets can be shared across application accounting definitions.
In the Journal Lines Definitions window, you can:
Assign account derivation rules, supporting references, and descriptions to journal line types
Define multiperiod accounting rules for a journal line type
A public sector agency buys computer equipment for $10,000. Besides accounting for the purchase, the agency wants to set aside money to cover for its replacements. The required journal entries are described in the table below.
| Equipment | Debit | Credit |
|---|---|---|
| DR Computer Equipment | $10,000 | |
| CR Account Payable | $10,000 | |
| DR Fund Balance | $10,000 | |
| CR Reserve for Capital Equipment | $10,000 |
To achieve the above journal entries, two journal lines definitions are required as described in the following tables.
Standard Invoice Journal Lines
| Journal Line Type |
|---|
| Expense |
| Liability |
Public Sector Invoice Journal Lines
| Journal Line Type |
|---|
| Fund Balance |
| Reserve for Equipment |
This example describes how to allocate an invoice's liability amount across multiple balancing segments on the invoice distributions.
The Accounting Flexfield structure is Balancing Segment-Cost Center-Account. The default liability account for supplier site ABC is 000-000-2300. If automatic offsets using the balancing method are enabled, an invoice entered for supplier site ABC is distributed as described in the table below.
| Account | Debit | Credit |
|---|---|---|
| DR Expense 101-200-1245 | $30 | |
| DR Expense 201-300-3045 | $50 | |
| CR Liability 101-000-2300 | $30 | |
| CR Liability 201-000-2300 | $50 |
To achieve the above journal entry, the journal line definition is defined as described in the table below.
Invoice Journal Lines with Automatic Offsets
| Journal Line Type |
|---|
| Expense |
| Liability |
The Liability journal line type requires the following account derivation rules:
| Segment | Account Derivation Rule Name |
|---|---|
| All Segments | Liability Account |
| Balancing Segment | Invoice Distribution Balancing Segment |
Define the following:
This procedure describes selected fields in the Journal Lines Definitions window
Navigate to the Journal Lines Definitions window, and in the Find Journal Lines Definitions window, click New.
The application name defaults from the application associated with the responsibility.
The Owner field is automatically populated. For components seeded by Oracle, the value is Oracle. For components created on site by users, the value is User.
Retain the default for the Enabled check box, which is selected, to make the journal lines definition available for use for this application and the selected chart of accounts.
To indicate that the journal lines definition is to be used only if the Create Accounting program is run in budgetary control mode, select the Budgetary Control check box.
To assign a journal line type to an event type, in the Journal Line Type field, select a journal line type.
The Owner field is automatically populated based on the journal line type selected.
To inherit the journal line description from another journal line, select the Inherit Description check box.
This check box is enabled only if the business flow method of the journal line entry is Prior Entry or Same Entry. If this check box is selected, the Line Description and Owner fields are disabled and cleared of any data.
In the Line Description field, enter the journal entry description to be used to populate the subledger journal entry lines.
The list of values includes all journal entry descriptions for the application to which the event class belongs that meets the following condition:
All sources used by the journal entry description have been assigned to the event class associated with the journal lines definition.
The Owner field is automatically populated based on the line description entered.
To use this line assignment to generate subledger journal entries, select the Active check box.
In the Line Assignments region, select an accrual journal line type and click Multiperiod Accounting Assignment to define the multiperiod journal entry and the multiperiod options.
Select the Account Derivation Rules tab.
In the Segment field, select an Accounting Flexfield segment or All Segments.
If entering an accounting chart of accounts for the journal lines definition, the list of values includes all segments in the Accounting Flexfield structure. Otherwise, the list of values includes the following Accounting Flexfield qualifiers:
All Segments
Balancing Segment
Natural Account Segment
Cost Center Segment
Management Segment
Intercompany Segment
If assigning both segment and Accounting Flexfield rules to a journal line type, segment rules take precedence over Accounting Flexfield rules enabling users to overwrite specific segments from the chart of accounts. If defining only qualifier segments in the Account Derivation Rules tab, the rule assignment is not complete. Define an assignment for All Segments.
Alternately, select a segment and build the Accounting Flexfield one segment at a time. A separate account derivation rule must be applied to each segment.
If the business flow method is Same Entry for the journal line type, to inherit the value in the Segment field from one side (debit or credit) of the current entry to the other, select the Inherit check box.
If this field is selected, the Rule Name, Owner, Description, and Side fields are blank.
In the Rule Name field, select the account derivation rule to populate the complete Accounting Flexfield or a particular segment based on the value for the Segment field.
The list of values includes all account derivation rules associated with the application for which the journal lines definition is created which meet the following conditions:
All sources used by the account derivation rule are assigned to the event class associated with the journal lines definition.
If the value All Segments is selected in the Segment field, the list of values includes only Accounting Flexfield rules.
For segment rules, account derivation rules that map to the particular segment or account derivation rules with a value set that maps to the particular segment, the accounting chart of accounts matches the one entered for the journal lines definition and the segment name matches the one entered in the Segment field. If no accounting chart of accounts is specified, the Accounting Flexfield qualifier associated with the segment rule matches the one entered in the previous field.
The Owner and Description fields are automatically populated based on the account derivation rule selected.
The list of values includes the following:
All account derivation rules associated with the application for which the journal lines definition is created
Sources that belong to the event class for which the line assignment is created and which meet the conditions described in the table below.
| Transaction Chart of Accounts | Accounting Chart of Accounts | Segment | Rule Name |
|---|---|---|---|
| Null | Null | All Segments | List of values includes all account derivation rules with no transaction and accounting chart of accounts and if the output type of the account derivation rule is Flexfield. |
| Null | Null | Accounting Flexfield Qualifiers | List of values includes all account derivation rules with no transaction chart of accounts and if the output type of the account derivation rule is the Accounting Flexfield qualifier. |
| Null | Not Null | All Segments | List of values includes all account derivation rules with no transaction and null or the same accounting chart of accounts as used by the accounting application definition and if the output type of the account derivation rule is All Segments. |
| Null | Not Null | Segments | List of values includes all account derivation rules with no transaction chart of accounts and the following: - no accounting chart of accounts if the output type has the same segment - no accounting chart of accounts, and whose output type is value set and that have the same value set as the one used by the Accounting Flexfield segment - same accounting chart of accounts, and whose output type is segment and that have the same segment as the one selected in the Segment field |
| Not Null | Null | All Segments | List of values includes all account derivation rules with the same transaction chart of accounts used by the journal lines definition or no transaction chart of accounts and no accounting chart of accounts and whose output type is Flexfield. |
| Not Null | Null | Accounting Flexfield Qualifiers | List of values includes all account derivations rules with the same transaction chart of accounts used by the journal lines definition or no transaction chart of accounts and no accounting chart of accounts and whose output type has the same segment qualifier as the one selected in the Segment field. |
| Not Null | Not Null | All Segments | List of values includes all account derivation rules with the same transaction chart of accounts used by the journal lines definition or no transaction chart of accounts and no accounting chart of accounts or the same accounting chart of accounts used by the journal lines definition and whose output type is Flexfield. |
| Not Null | Not Null | Segments | List of values includes all account derivation rules with the same transaction chart of accounts used by the journal lines definition or no transaction chart of accounts and the following: - no accounting chart of accounts and whose output type has an Accounting Flexfield qualifier that matches the one assigned to the segment - no accounting chart of accounts and whose output type has a value set that matches the value set used by the segment - same accounting chart of accounts and whose output type is the same segment |
Select the Supporting References tab to assign a supporting reference to the journal line type.
In the Name field, select the appropriate supporting reference.
The Owner and Description fields are automatically populated based on the supporting reference selected.
Users can enter account derivation rules for Prior-Entry business flow journal line types referring to non-upgraded journal entries. This tab is displayed only for federal installation when the FV: Federal Enabled profile option is enabled.
See: Profile Options, Oracle U.S. Federal Financials Implementation Guide
See: Copy and Modify Functionality
Selected Fields in the Copy Journal Lines Definition Window
| Field | Description |
|---|---|
| Transaction | Optionally, if the journal lines definition that is being copied has no transaction chart of accounts assigned to it, select a transaction chart of accounts; otherwise, the transaction chart of accounts defined in the Journal Lines Definitions window defaults to this field. |
| Accounting | Optionally, if the journal lines definition that is being copied has no accounting chart of accounts assigned to it, select an accounting chart of accounts; otherwise, the accounting chart of accounts defined in the Journal Lines Definitions window defaults to this field.
Note: If there is no accounting chart of accounts, users cannot copy the journal lines definition to a specific chart of accounts if qualifiers used in the account derivations rules do not have a segment in the new accounting chart of accounts. |
| Copy Line Assignments | Copies all line assignments to the journal lines definition |
| Display After Copy | Automatically displays the new journal lines definition |
You cannot copy the Journal Line Definitions (JLD) across Chart of Accounts as the line assignments are dependent on the Transaction and Accounting Chart of Accounts. For example, two Journal Line Types (Test Item Expense and Test Item Liability) are created with both the Transaction and Accounting Chart of Accounts (COA) as Operations Accounting Flex. And, two Account Derivation Rules (Test Item Expense Rule and Test Item Liability Rule) are defined with the same Transaction and Accounting chart of account attached to it.
Now define the journal lines definitions with different Transaction and Accounting chart of account, with Services Accounting Flex, then the above two journal lines definitions and account derivation rules are not available in the Line Assignments or the Account Derivation Rules tab. Therefore, when you define the journal lines definitions (Test Accrual) with the Transaction and Accounting chart of account as same as the above journal lines definition and account derivation rules that is Operations Accounting Flex and assign the two journal lines definitions and account derivation rules respectively.
The same rule applies to the Copy functionality. When you copy the journal lines definitions along with the Line Assignments, you cannot change the Transaction and Accounting chart of accounts because the copied journal line definitions and account derivation rules are created with the Transaction and Accounting chart of account of the old Journal Lines Definition. To copy the Journal Lines Definition with different Transaction and Accounting Chart of Account, then copy the Journal Lines Definition without enabling the Copy Line Assignments option. In this case, the application copies only the header information without line assignments and you can enter different Transaction and Accounting Chart of Accounts such as Services Accounting Flex.