To set conditions appropriately, specify the journal line types that the Subledger Accounting program uses to create a subledger journal entry.
For example, set up a condition to create journal entries using a particular journal line type only if the distribution line has the Oracle Assets' tracking option set to No. As another example, an inventory transaction to record transfers could be accounted using journal line types for material overhead.
Use sources to create these conditions. For example, the condition for use of a Payables Invoice Tax journal line type could be Where line type = Tax. Similarly, the condition for a Receivables Invoice Tax journal line type could be Where account class = Tax. The line type and account class mentioned here are examples of sources.
Journal line type conditions establish whether a journal line type and its associated account derivation rules and journal entry descriptions are to be used in the subledger journal entry. Use account derivation rules to specify how an account is constructed. Associated account derivation rule conditions define the conditions under which these accounts are built.
See: Account Derivation Rules Conditions
This section describes the following examples:
Example 1: Using the Value of a Source to Set up a Journal Line Type Condition
Example 2: Using Multiple Conditions with the And/Or Operator
This example describes how to create a journal line type to account for an invoice price variance (IPV). Due to changes in price, Payables uses the IPV to account for the difference between purchase order price and invoice price.
Consider an IPV journal line type. A condition is defined and attached to this journal line type, to ensure that the IPV is applied only to IPV lines. This condition can be expressed as follows:
Where
Distribution Type of the detailed distribution line = IPV.
Using the Value of a Source to Set Up a Journal Line Type Condition Example
| Seq. | ( | Source | Segment | Operator | Value Type | Value | Seg- ment | ) | And/Or |
|---|---|---|---|---|---|---|---|---|---|
| 1 | ( | Distribution Type | = | Constant | IPV | ) |
Now consider a case where an invoice is entered and approved. The invoice involves variance distribution lines that need to be accounted. Assume the presence of a distribution line with a Distribution Type of IPV and another with a line type of tax.
Using the Value of a Source to Set Up a Journal Line Type Condition Example: Distribution Type and Distribution Lines
| Source | Distribution Line 1 | Distribution Line 2 |
|---|---|---|
| Distribution Type | IPV | Tax |
Using the Value of a Source to Set Up a Journal Line Type Condition Example: Journal Line Type
| Distribution Line | Journal Entry Line |
|---|---|
| Distribution Line 1 | IPV journal line type is used to create a subledger journal entry line. |
| Distribution Line 2 | IPV journal line type is not applied. |
For distribution line 1, a journal entry line for the IPV is created based upon the journal line type. Note that a separate journal line type and condition must be written to handle the non-IPV line type.
This example involves multiple conditions that can be set up with the use of the And/Or operator. Consider requirements as follows:
For cost center #420, the gain/loss on retirements from the sale of assets must use a specific journal line type.
This condition can be expressed as follows:
Where
Cost Center of the asset retired = 420 And Retirement Type = Sale
Based on the above, the account derivation rule is entered as follows:
Using Multiple Conditions with the And/Or Operator Example: Account Derivation Rule
| Seq. | ( | Source | Segment | Operator | Value Type | Value | Segment | ) | And/Or |
|---|---|---|---|---|---|---|---|---|---|
| 1 | ( | Distribution Account | Cost Center | = | Constant | 420 | ) | And | |
| 2 | ( | Retirement Type | = | Constant | Sale | ) |
In the Journal Line Types window, click Conditions.
In the Seq field, enter a Sequence number.
The details of the condition are created from left to right according to this number. This number does not necessarily correspond to the evaluation of the condition, as parenthesis and logical operators precedence can affect the order.
In the ( field, use the "(" and ")" symbols for grouping a section of a condition.
This is useful when a condition spans multiple lines with the And/Or operators.
In the Source field, select a source value.
Source values are seeded by the subledger application or custom application but access to the custom sources defined is also provided. This value is the first operand in the condition line.
In the Segment field, if the source is a key flexfield or an Accounting Flexfield, optionally select the segment.
The table below describes the relationship between the Source and the Value Type fields based on the transaction chart of accounts.
| Transaction Chart of Accounts | Nature of Source | Segments in List of Values |
|---|---|---|
| Null | Accounting Flexfield | All Accounting Flexfield qualifiers |
| Not Null | Accounting Flexfield | All segments for the transaction chart of accounts |
| N/A | Key Flexfield | All segments for the key flexfield and flexfield structure given by the source |
In the Operator field, select an operator to evaluate the condition.
In the Value Type field, select the value type of the second operand that is evaluated in the condition line.
The value types are:
Source: This includes any source defined for the application. The source can be seeded by Oracle or it can be a custom source.
Constant: Choose this value type for a comparison with constant values.
The table below describes the relationship between the source and the value type fields based on the transaction chart of accounts.
| Transaction Chart of Accounts | Nature of Source | Value Type |
|---|---|---|
| Null | Accounting Flexfield | Can only be Source |
| Not Null | Accounting Flexfield | Can be Source or Constant |
| N/A | Key Flexfield or any other source | Can be Source or Constant |
When defining a condition, you can compare one data source with another data source by using the comparison operator, for example, '=' or '<>'. In some cases, the value of one side of the data source could be null or blank when the extract data contains no value for the specific source that is being compared. In such cases, Subledger Accounting will return 'TRUE' or 'FALSE' depending on which comparison operators are used and which data source is being compared as shown in the table below.
| Condition | Expected Value |
|---|---|
| null source = constant or a non-null source | false |
| null source <> constant or a non-null source | true |
| null source = null source | true |
| null source <> null source | false |
If the Segment field to the left of the Independent Value field has a dependent segment and the value type is Constant, in the Independent Value field, enter the value of the segment that the dependent segment is based upon.
This is the value for the independent segment in the key flexfield that the dependent segment value is based upon. For example, the following condition, described in the table below, requires users to choose an independent value before choosing a value for the dependent segment.
| Source | Segment | Operator | Value Type | Independent Value | Value |
|---|---|---|---|---|---|
| Asset Category Flexfield | Minor Category | = | Constant | BUILDING | ADMINISTRATION |
In the Value field, enter a value as follows:
If a value type of Constant is selected, then enter a value for the constant and this value is used as the second operand to evaluate the condition.
If a value type of source is selected, then select an Accounting Flexfield code combination identifier or any other source value from the list of values for this field.
The table below describes the relationship between the source, segment, value type, and Value field.
| Source | Segment | Value Type | Value Field List of Values |
|---|---|---|---|
| Key Flexfield | Not populated | Constant | Complete key flexfield combination |
| Key Flexfield | Populated | Constant | Values for the segment selected |
| Any other source | N/A | Constant | Values based on value set or lookup type if specified for the source |
| Key Flexfield | Not Populated | Source | All key flexfield sources |
| Key Flexfield | Populated | Source | Includes all segment and key flexfield sources |
| Segment | N/A | Source | All segment sources |
| Any other source | N/A | Source | All sources of matching data type |
If a value type of Source and a value that represents an Accounting Flexfield code combination identifier are entered, optionally select a segment name in the Segment field.
This segment value is used as the second operand in the condition line.
In the ) field, use AND/OR values to concatenate two lines together when making complex conditions.
Typically, the AND takes precedence over the OR. Parenthesis are only required to overwrite this precedence. As an example, consider a condition that should use a particular account derivation rule if the following are true:
The Assets' tracking option is Yes AND.
The cost is less than $200 or the supplier is ABC.
Not only must the Assets' tracking option be Yes, but either or both of the remaining two conditions must also be true.
This condition utilizes the bracket operators as follows:
(Asset Tracking option = Yes) AND ((Amount < 200) OR (Supplier = ABC))