BCEA Financials and Procurement Test Script GSE R10

Oracle ERP Cloud Release 10:
Budgetary Control and

Encumbrance Accounting
Implementation Training
CONTENTS
Lesson 1: Overview .....................................................................1
Lesson 2: Users and Roles...........................................................3
Lesson 3: Enterprise Structures ................................................11
Calendars ............................................................................................. 11
Chart of Accounts .................................................................................. 11
Legal Entities ......................................................................................... 12
Ledger .................................................................................................. 12
Business Unit ........................................................................................ 13
Account Hierarchies ................................................................................ 13
Lesson 4: Budgetary Control Folder in Setup Manager ..............15
Lesson 5: XCC_STREAMING Profile Option ................................16
Lesson 6: Encumbrance Accounting Setup ................................18
Lesson 7: Procurement Setup ...................................................19
Lesson 8: Projects and Grants Setup (Skip) ..............................20
Lesson 9: BCEA Enablement ......................................................21
Lesson 10: Control Budgets........................................................24
Lesson 11: Budget Data Load .....................................................29
Lesson 12: Setup Requisition Preferences..................................34
Lesson 13: Requisition – PASS Budgetary Control ......................36
Lesson 14: Requisition – FAIL Budgetary Control ......................38
Lesson 15: Requisition – WARNING Budgetary Control ..............40
Lesson 16: Purchase Order ........................................................42
Lesson 17: Change Order – Requester Change ...........................44
Lesson 18: Desktop Receipt .......................................................47
Lesson 19: Create Accounting for Requisitions & POs ................49
Lesson 20: Payables Invoice – Full Liquidation ..........................50
Lesson 21: Payables Invoice – Partial Liquidation......................52
Lesson 22: Payables Invoice – Cancel ........................................54
Lesson 23: Close Purchase Order ...............................................55
Lesson 24: Manual GL Encumbrance Journal ..............................56
Lesson 25: GL Journal - Increase Funds Available ......................58
Lesson 26: GL Journal – Tolerance .............................................60
Lesson 27: GL Journal – Override ...............................................62
Lesson 28: Period End Receipt Accrual .......................................64
Lesson 29: Reporting, Inquiry, and Analysis ..............................66
Budget Monitor ........................................................................................ 66
Review Budget Balances Inquiry Page ......................................................... 69
i
Review Budget Transactions Inquiry Page ................................................... 69
Budgetary Control Analysis Report – Default Output Format .......................... 70
Budgetary Control Exceptions Report .......................................................... 71
Smart View and Financial Reporting Studio Setup ......................................... 72
SmartView .............................................................................................. 72
Financial Reporting Center......................................................................... 79
Financial Reporting – Access Live Reports ................................................. 80
Financial Reporting – Access Snapshot Reports .......................................... 84
OTBI – Budgetary Control Transactions Subject Area .................................... 85
Lesson 30: Control Budget – Change Status ...............................86
Lesson 31: Encumbrance Carry Forward (Skip) ..........................88
Appendix I – Instructor Notes ......................................................90
ii
Lesson 1: Overview
Lesson 1: Overview
Oracle ERP Cloud Budgetary Control and Encumbrance Accounting (BCEA) is a
complete and integrated solution with advanced budget preparation, proactive control
and monitoring of budget consumption, and robust inquiry and reporting. It enables
public sector, higher education, and commercial organizations to define and manage
budgets and spending with better visibility into commitments, obligations, and
expenditures and comply with legal reporting requirements.
Complete and Integrated Solution

Oracle ERP Cloud Budgetary Control and Encumbrance Accounting provides a
complete solution that integrates planning and budgeting, proactively controls spending
across the entire procure-to-pay transaction lifecycle, and streamlines the financial close
process with encumbrance carry forward and exceptional reporting and analysis. The
integration between Budgetary Control and Project Portfolio Management provides
added benefits to help control costs by project or resource and perform real-time
maintenance and monitoring of funds available.
Easily source data from Planning and Budgeting Cloud Service, Project Portfolio
Management, or import using spreadsheets.
Prevent overspending with real-time checks and reservations against budgets, projects,
or grants when processing requisitions, purchase orders, supplier invoices, or journal
entries. Optionally review the transaction impact on a budget even before the
transaction is approved. Allow overriding budget limits by authorized users where
appropriate. Automatic creation and liquidation of encumbrance journals throughout the
procure-to-pay lifecycle ensures compliance with legal accounting requirements.
Gain immediate visibility to operational and financial information with robust reporting
and analysis. Real-time budgetary control balances are available in online inquiry
screens, in professionally formatted financial reports, or in multi-dimensional analysis
spreadsheet formats. Budgetary control transactions details are available in ready-to-
use delivered reports or in self-service ad hoc inquiries performed easily without IT
assistance.
Stay Informed and In Control

Oracle ERP Cloud’s best-in-class architecture lets your organization control spending at
any budget level or time interval. If your organization defines annual or biennial budgets
and only needs to control spending at summary department and account levels, you can
manage your spending at the level that best fits your needs.
Operational users who enter transactions can easily observe the status of budget checks
and reservations online. Intuitive error messages and warnings enable them to quickly
identify and resolve exceptions.
Administrators can efficiently review the frequency of spending exceptions and validation
errors with delivered reports, so they can take corrective actions.
Copyright © 2014, Oracle and/or its affiliates. All rights reserved. 1

Lesson 1: Overview
Budget managers can easily monitor consumption rates using the Budget Monitor to
review accounts that are close to over spending their budget. Dynamic drilldown
enables budget managers to quickly view the transactions that contribute to the
budgetary control and expenditure balances.
Improve Insight and Make Better Decisions

Robust reporting and analysis delivers continuous insight directly to business managers
and decision makers. Budget managers can view budget, commitment, obligation,
expenditure, and funds available balances and supporting transactions in a single view.
Finance and accounting users can analyze budgetary control balances in a spreadsheet,
viewing and pivoting data in a multi-dimensional format, at detail and summary
aggregated levels, for comparisons and analyzing trends.
They can also use the intuitive financial report writer to create boardroom-ready financial
statements on budgetary control balances. All reports support multiple output options,
such as HTML, PDF, and MS Excel. You can export these reports to MS Word and
PowerPoint and refresh them from the desktop products. These reports work from
multidimensional budget and actual balances to allow for instantaneous financial results
complete with analysis and drilldowns to the originating transactions.
Operational users can perform self-service ad hoc queries on transaction data easily
without IT assistance. This helps them get answers to their operational questions more
quickly and frees up the IT resources for other projects.
Implementation Training Guide

The following lessons in this implementation training guide will help you learn to
configure and execute the budgetary control and encumbrance accounting features
within Financials, Procurement and Projects.
Please also refer to Implementation Guide located here:
2 Copyright © 2014, Oracle and/or its affiliates. All rights reserved.

Lesson 2: Users and Roles

Beginning with this lesson, you will be performing hands-on exercises.
Job Roles
When implementing BCEA, the implementers need access to many job roles to
configure and test the entire Procure to Pay flow. Following are the job roles you should
consider assigning to the implementers. The job roles you would assign to the users at
your client’s organization would depend on their functional roles within the organization.
Product Family Job Role

Common Application Implementation Consultant
IT Security Manager
Employee
Line Manager
Financials Financial Application Administrator
Financial Integration Specialist
Accounts Payable Manager - XXX
Account Payable Specialist - XXX
Budget Manager - XXX
General Accounting Manager - XXX
General Accountant - XXX
Procurement Procurement Application Administrator
Procurement Catalog Administrator
Procurement Contract Administrator
Procurement Manager
Category Manager
Procurement Requester – XXX
Buyer
Receiving Agent – XXX
Cost Accountant - XXX
Supplier Qualification
Advanced Procurement Requester – XXX
Procurement Preparer - XXX
Projects Projects Application Administrator
Project Accountant – XXX
Project Manager
Project Creator - XXX
Grants Principal Investigator
Grants Administrator – XXX
Grants Accountant – XXX
Billing Manager – XXX
Receivable Manager – XXX
Projects Application Administrator (add if not implementing

Projects)
*XXX – Refers to specific business unit, data access set, or control budget data role.
Please refer to the following documentation for details regarding the privileges/duties
associated with each job role.
Product URL to Security Reference Manual

Family
Common http://docs.oracle.com/cloud/latest/common/OACSM/toc.htm
Financials http://docs.oracle.com/cloud/latest/financialscs_gs/OAFRM/toc.htm
Procurement http://docs.oracle.com/cloud/latest/procurementcs_gs/OAPCM/toc.htm
Projects http://docs.oracle.com/cloud/latest/projectcs_gs/OAPJM/toc.htm
Budget Manager Role
 Beginning in Fusion Release 9, there is a Budget Manager role.

 Every time a control budget is defined, the system generates a “Budget Manager –
XXX” role, where XXX is the name of the control budget. You must assign this
control budget specific role to users to grant them access to a control budget. The
user who defined the control budget, and the budget manager of the control budget
automatically get assigned this specific role.
 Budget View - When viewing the View Budgetary Control Results window on the
requisition, purchase order, invoice or journal, if the user can only see the
Transaction view but also needs the Budget view, add the Review Budget Impact
(XCC_REVIEW_BUDGET_IMPACT) privilege to the Budget Manager role. Go to
Application Name: fscm | Entitlements: Search (link).
 Financial Reports Access – If a user with the Budget Manager role also needs to
view Financial Reports containing data from the budgetary control cube, he will also
need to have the Financial Analyst-XXX role.
Role Mapping
************************************************************************************************
The following role mapping is already defined in the training environment, but the
instructor must clear out the “To Date”. This modification must be done for each
training environment before the students can define their users in the next
section.
************************************************************************************************
Perform the following tasks:
1. Login: fin_impl. Use the password provided by instructor.

2. Navigator -> Setup and Maintenance > Query the Implementation Project >
Define Common Applications Configuration for Financials > Define Security
for Financials > Define Users for Financials > Manage HCM Role Provisioning
Rules.
3. This will open the Manage Role Mappings page. Search for Mapping Name: BCEA
Role Mapping. Click on the name of the role mapping.
4. You will see the following roles assigned to the role mapping.
Product Family Job Role

Common Application Implementation Consultant
IT Security Manager
Employee
Line Manager
Financials Financial Application Administrator
Financial Integration Specialist
Accounts Payable Manager Progress US Business Unit
Accounts Payable Specialist Progress US Business Unit
Budget Manager FY14 Monthly Reporting
Budget Manager FY15 Monthly Reporting
General Accounting Manager Progress US Primary Ledger
General Accountant Progress US Primary Ledger
Procurement Procurement Application Administrator
Procurement Catalog Administrator
Procurement Contract Administrator
Procurement Manager
Category Manager
Procurement Requester Progress US Business Unit
Buyer
Receiving Agent PRG01
Cost Accountant Progress US Business Unit
Supplier Qualification
Advanced Procurement Requester Progress US Business Unit
Procurement Preparer Progress US Business Unit
Projects Project Application Administrator
Project Accountant for Business Unit Progress US Business Unit
Project Manager
Project Creator for Business Unit Progress US Business Unit
Grants Principal Investigator
Grants Administrator Progress US Business Unit
Grants Accountant Progress US Business Unit
Billing Manager Progress US Business Unit
Accounts Receivable Manager Progress US Business Unit

5. Clear out the To Date.
6. Save and Close.
Define Users
1. Login: fin_impl. Use the password provided by instructor.
2. Navigator -> Manager Resources > Manage Users OR
Navigator -> Setup and Maintenance > Query the Implementation Project >
Define Common Applications Configuration for Financials > Define Security
for Financials > Define Users for Financials > Manage Users
3. Select the Create Icon.
4. Complete the fields: Last Name, First Name, Email, Hire Date (1/1/2000), and
User Name (first name.last name). If you created a user with your personal name
in this same Oracle environment during a previous training course, please make
sure you differentiate the Last Name and User Name from what you entered
previously. You are creating a new employee record here, so using a unique
personal name and user name is required. (Using the same email address for
both records is acceptable.)
5. Select Employee for the Person Type field.
6. Select Progress US Legal Entity for the Legal Employer field.
7. Select Progress US Business Unit for the Business Unit field.
8. Select Product Manager for the Job field if you are implementing Projects without
Grants. Select Principal for the Job field if you are implementing Grants. For this
training course, select Principal.
9. Select Operations Prg US for the Department field.
10. Select Contract Administrator for Resource Role field.
11. Select Progress US Business Unit for the Organization field.
12. Click on the Autoprovision Roles button. The roles in the BCEA Role Mapping
are assigned.
13. Click Save and Close.

Reset Password
Typically when you create a new user, the new user receives an email prompting them
to set their password. In our training environment, you will go to Oracle Identity
Manager to reset the password.
1. While logged in as fin_impl, select Navigator> Tools > Setup and

Maintenance
2. From the All Tasks tab, in the Name field enter Create Implementation Users.
Note: You are searching for this task name directly.
3. Click the Go to Task icon for this task. This opens Identity Manager.
4. Click on the Administration link on the top right hand corner of the main page.
5. Search for your User in the top left Search field. Select the record for your user.
6. Click Reset Password icon on the top left. Select option to manually enter
password, enter BCEA1111 for the password and confirm your password. [You
are acting as the system administrator who is resetting a user’s password.]

7. Sign out and close the window to close Identity Manager. Close all Browser
windows.
8. Launch Fusion Applications again and log in as your new user. You will need to
enter a new password, which can be the same as the password (BCEA1111)
you entered in the step above.
Assign Default Expense Account to Users (performed by instructor)

To use Transaction Account Builder in the Subledger Accounting module to default
department segment values onto charge accounts when creating requisitions and
purchase orders based on the user, you need to configure the default expense account
in the employee record.
The instructor should assign each course participant to one of these departments:
10010-Human Resources
10100-Payoll
10300-Personnel
10310-Employee Relations
10500-Benefit
10900-Staff Development
11200-Software Development
11210-Technical Business Analysts
11300-Databse Administration
11400-Mainframe Support
12100-Building A
12200-Building B
13200-Treasury
13500-General Accounting
13600-Accounts Receivable
53010-Purchasing
92100-Mayor's Office
92110-Mayor & Staff
92115-Community Council
92120-Legal Counsel
92125-City Manager's Office
92130-Reprographics
92200-Police & Fire Services
92210-Police Services
92220-Fire Protection
92300-Public Works
92310-Water Department

92320-Sewer Department
92330-Maintenance
92340-Building Standards
92350-Planning & Zoning
92360-Streets & Highways
92500-Community Outreach
92600-Parks & Recreation
92610-Community Center
92620-Recreation Department
92630-Parks Department
92640-Libraries
92700-Health & Human Services
92800-Community Hospital
92900-School District
92910-Superintendent of Schools
92920-School Board
93110-Airport Authority
93120-Port Authority
93130-Transportation Authority
1. Login: hcm_impl. Use the password provided by instructor.
2. Navigator -> Workforce Management>Person Management
3. Search for your user name and select your record.
4. Select Manage Employment task. Click Edit>Correct. In the window that

opens, click OK.

5. In the Expenses Information section, enter 1001-0000-XXXXX-55540-0000-

0000-00000000 into the Default Expense Account field. Replace XXXXX with
the department assigned by your instructor.
6. Save and Close. You will get a message acknowledging that your changes have
been saved. When you click OK, you will get another message confirming if you
want to close the window because your changes have not been saved. Just
continue to close the window. Your changes have been saved, and that last
message is confusing.
7. Sign out.

Lesson 3: Enterprise Structures

In this course, most of the enterprise structures that you need for budgetary control
have already been defined for you, so you will navigate to the setup pages and review
them. Please do not make any changes or edits to the setup– only view them.
Calendars
Calendars can be shared between General Ledger and Budgetary Control. If you are
defining new budget and accounting calendars for your clients, and they are enabling
encumbrance accounting, consider how the accounting calendar year-end coincides
with the budget calendar year-end if they are different, and whether budget year-end
processing will conflict with accounting year end processing (i.e. carry forward,
reporting, etc.)
In this course, you will be using a GL ledger that has a monthly calendar. You will also
be defining a control budget with a monthly calendar, and another control budget with
an annual calendar.
1. Login: Your own username and password.

2. Navigate to Functional Setup Manager and find the Manage Accounting Calendars
task or the Manage Budget Calendars task (they show the same data).
3. View the GOV calendar. Look up the name of the period which contains today’s
date. Write down the name of the period ____________________. You will need
this information in a later lesson.
4. View the Annual calendar. Look up the name of the period/year which contains
today’s date. Write down the name of the period ____________________. You will
need this information in a later lesson.
Chart of Accounts
Charts of accounts and value sets are shared between General Ledger and Budgetary
Control. For Budgetary Control, you can select a subset of segments for control
purposes (you do not have to control every segment). You can also control at the
summary segment value level instead of at the detail segment value level.
If you are implementing Projects, you do not need to include a Projects segment in your
chart of accounts. Projects reporting can be done directly from PPM.
In this course, you will be using a GL ledger that has the chart of accounts “Public
Sector US Chart of Accounts”.

1. Navigate to Functional Setup Manager and find the Manage Chart of Accounts
Structure Instances task.
2. Select General Ledger for the module, and click on Search. Then click on the
Manage Structure Instances button.
3. Search for Public Sector US Chart of Accounts and review the definition.
4. Click on any of the value set codes to view the value set definition and the value
set values if desired.
Legal Entities
In this course, you will be using a GL ledger that has the Progress US Legal Entity
assigned to it.
1. Navigate to Functional Setup Manager and find the Define Legal Entities task.
2. Set the Scope for Progress US Legal Entity. (Click on the link to set the scope. In
the Legal Entity field, pick Select and Add. Click on the Apply and Go to Task
button. Select the Progress US Legal Entity.)
3. Review the legal entity definition.
Ledger
In this course, you will be using the Progress US Primary Ledger.
1. Navigate to Functional Setup Manager and find the tasks in the Define Accounting
Configurations folder.
2. In the Specify Ledger Options task, set the Scope for Progress US Primary
Ledger. Review the ledger definition.
3. Notice in the Manage Secondary Ledgers task that it has a secondary ledger for
GASB34 demonstration purposes.
4. If you were defining a new ledger from scratch, you would need to decide on and
open the first ever period for your ledger, but that has already been done for you
here. You would also need to assign the General Ledger job roles (i.e. General
Accounting Manager, General Accountant, etc.) with specific access to your new
ledger to a user. In this course, you already did this in the lesson on Users and
Roles.

Business Unit
In this course, you will be using the Progress US Business Unit.
1. Navigate to Functional Setup Manager and find the tasks in the Define Business
Units folder.
2. Set the Scope for Progress US Business Unit.
Review the business unit definition and the business functions assigned to it.
3. Note: If you were defining a new business unit from scratch, you would need to
assign the subledger job roles (i.e. Accounts Payable Manager, Procurement
Requester, Grants Administrator, etc.) with specific access to your new business unit
to your users. In this course, you already did this in the lesson on Users and Roles.
Account Hierarchies
Account hierarchies can be shared between General Ledger and Budgetary Control. In
Budgetary Control, account hierarchies are used for controlling spending at summary
account levels and for reporting. In General Ledger, account hierarchies are used for
reporting, allocations, and other processing setup.
To use an account hierarchy to control spending at summary account levels, you need
to include Tree Labels in your account hierarchy definition. Hierarchies and tree labels
have already been defined in the training environment.
Review Account Hierarchies

1. Navigate to Functional Setup Manager and find the Manage Account Hierarchies
task.
2. In the Tree Name field, type “All P”. Click on the Search button. This filters the list
of hierarchies to those for the Public Sector US Chart of Accounts.
3. Expand on “All Progress Accounts”.
4. Highlight the hierarchy version “V1”. Go to the Actions menu and select View Tree
Version.
5. Expand on the topmost node “T” to view the hierarchy. Notice the tree labels in the
Label column. Instructions on how to define tree labels are included below. If you
want to control spending at a level that is higher than the detail account level, you
need to add tree labels in the hierarchy definition to indicate which summary level
you want to control spending at.

6. Review any of the other hierarchies or hierarchy versions for segments within the
Public Sector US Chart of Accounts.
Review Tree Labels

1. In Functional Setup Manager, search for the task “Manage Tree Labels”.
2. In the Search Results table, find the tree labels named “Account Level 1, Account
Level 2, or Account Level 3”. View them in Edit mode to review the definition.
3. To create a new tree label, click on the Create icon in the Manage Tree Label page.
(We will not be creating a new tree label in this course.)
Assign Tree Labels to Account Hierarchy

If you are defining an account hierarchy from scratch, or if you have a hierarchy that
does not include tree labels, here are the steps to add tree labels to your hierarchy.
(We will not be creating a new hierarchy in this course.)
Perform the following tasks: (Do not perform these tasks in the training course.
These tasks are documented here for your future reference.)
1. Navigate to Functional Setup Manager and find the Manage Account Hierarchies
task.
2. If you are creating a new hierarchy, click on the Create icon. Complete the first step
“Specify Definition” of the train. In the second step “Specify Labels”, you add the
tree labels that you want to use in your hierarchy. Proceed with the rest of the
hierarchy definition and save your changes.
3. If you are adding tree labels to an existing hierarchy, click on the hierarchy name in
the Manage Account Hierarchies page. Advance to the second step of the train
“Specify Labels” and add the tree labels that you want to use in your hierarchy.
Proceed with the rest of the hierarchy definition and save your changes.
4. Then create a new tree version for your hierarchy, or go to an existing tree version
and add the tree labels at the appropriate levels in the hierarchy. These tree labels
will be used in your control budget definition later on to specify the summary account
level at which you want to control spending.
5. Remember from the Fusion General Ledger Training Course that if there is only one
tree version for any of the hierarchies, you need to duplicate the tree version and
give it a different effective date than the original tree version. And you need to
publish both tree versions to the GL Essbase cube.
6. To update the Budgetary Control Essbase cube with any hierarchy changes, run the
Refresh Tree for Budgetary Control program in Scheduled Processes.

Lesson 4: Budgetary Control Folder in Setup Manager
Lesson 4: Budgetary Control Folder in Setup Manager
Make the Budgetary Control folder under the Financials Configuration visible.

2. Navigate to Functional Setup Manager, and select the Configure Offerings task.
3. Under the Financials folder is the Budgetary Control and Encumbrance
Accounting offering. Click on the Enable for Implementation check box if it is not
already checked (In this training course, the checkbox is already selected.)
4. Save and Close.
5. Now when you select Financials in an Implementation Project, the Financials
folder will include the Budgetary Control and Encumbrance Accounting offering.

Lesson 5: XCC_STREAMING Profile Option
In Fusion Releases 9 and 10, users must manually define the XCC_STREAMING
profile option so that budget balances can be continuously transferred to the budgetary
control Essbase cube without end users having to manually run any processes.
Perform the following tasks: (Do not perform these tasks in the training course
for they have already been completed. These tasks are documented here for your
future reference.)

2. Navigate to Functional Setup Manager and find the Manage Profile Options task.
3. Create profile option as follows:

4. Navigate to Functional Setup Manager and find the Manage Administrator Profile
Values task.
5. Enter “XCC_STREAMING” in the Profile Option Code field. Click on Search
button.
6. In the Profile Values region, add a row. Select “Site” for Profile Level. Enter “Y”
for Profile Value.
7. After this profile option is defined, the next time the Budget Import program or
Funds Reservation program is initiated during regular transaction processing, the
Transfer Budget Balances to Budget Cubes Continuously program will be
automatically invoked.

Lesson 6: Encumbrance Accounting Setup
Lesson 6: Encumbrance Accounting Setup

The following has already been done in the environment used in this course. In a real
implementation, be aware of these steps.
1. The standard accrual with encumbrance accounting subledger accounting

method is delivered out of the box. You can copy this subledger accounting method
and modify the rules if needed.
2. Ensure the subledger accounting method for your ledger is in Active Status. Also
ensure the rules for Payables, Purchasing, Receipt Accounting, and Project Costing
are in Active status. If not, activate them.
3. Ensure Payables is set up for Period End Accrual in the Manage Common
Options for Payables and Procurement setup page, or else the item account will
not default onto the invoice distribution.
4. Open periods in Payables and General Ledger before processing transactions and
accounting. Also open the encumbrance year in the Manage Accounting Periods
page.
5. Set up new encumbrance types in the Manager Encumbrance Types setup page
if needed.

Lesson 7: Procurement Setup
Lesson 7: Procurement Setup
In a normal implementation project, several tasks would need to be performed to setup

the procurement transaction flows. However there are no required setups to enable
Budgetary Control and Encumbrance Accounting.
Some of the normal procurement setups include:
Define Purchasing Categories

Map Purchasing Categories to Natural Account Segment (TAB)
Setup Requisition and Purchasing BU options
Setup Locations
Setup line types
Setup receiving options
Setup Suppliers and Supplier Sites
Create Agreements (BPA,CPA)
Create browsing hierarchy
Create Shopping catalogs
Create content zones
Set up Requisition and Purchase Order Approvals (this may have BCEA specific rules
as necessary)
Setup Buyers and Buyer assignment
Setup Document Numbering
These procurement setups have already been completed in our training environment.
One step each participant does need to perform is to assign their new users as
procurement agents in the training environment.

2. Navigate to Functional Setup Manager and find the Manage Procurement Agents
task.
3. Click Create icon.
4. Select Progress US Business Unit for Procurement BU field.
5. Select the name of the user you created (last name first) for the Agent field.
6. For the Actions Manage Requisitions and Manage Purchase Orders, assign Full
access to other agents’ documents.
7. Save and Close.

Lesson 8: Projects and Grants Setup (Skip)
Lesson 8: Projects and Grants Setup (Skip)

Please reference the following documents for additional setup if implementing
Projects and/or Grants:
 BCEA Projects Test Script.pdf

 Projects Training Environment Setup.xlsx
 Grants Management Test Script.pdf
File location:
https://beehiveonline.oracle.com/teamcollab/library/Oracle/Fusion_ERP_Partner_Im
plementation_Training_Workspace/Documents#dcid=682B%3A79DC%3Aafrh%3A7
27926143D338A1CE040558CE5396D38000020513140

Lesson 9: BCEA Enablement
To enable budgetary control and/or encumbrance accounting for your ledgers and
business units, use the Manage Budgetary Control and Encumbrance Accounting page.
The settings you define in the Manage Budgetary Control and Encumbrance Accounting
page determine which transactions are considered for budgetary control before the
control budget definition (see Lesson 10) is considered. The settings here also impact
the behavior of budgetary control and encumbrance accounting.

2. Navigate to Functional Setup Manager and find the Manage Budgetary Control
task.
3. If you are enabling budgetary control and/or encumbrance accounting for a ledger
for the first time, click on the name of the ledger and proceed. However, in this
course, the Progress US Primary Ledger has already been enabled, so click on
Progress US Primary Ledger to review the settings.
4. Things to note:
a. The Fail budgetary control for budget dates not in valid budget date
range checkbox is unchecked. But if customers ask, let them know this
option is available. It determines whether the budgetary control process
should be applied to transactions with budget dates that fall outside of the
control budget From/To periods, but within the Valid Budget Date Range
specified under this checkbox. Behavior is described here:
Valid Budget Date Fail budgetary control for
Range budget dates not in valid range checkbox
Checkbox Enabled Checkbox Disabled
Start Date = blank N/A Transactions with budget
End Date = blank dates outside of control
budget From/To periods will
PASS budgetary control
Start Date = specified Transactions with budget N/A
End Date = specified dates earlier than the Start
Date and later than the
End Date will FAIL
budgetary control
Start Date = blank Transactions with budget N/A
End Date = specified dates later than the End
Date will FAIL budgetary
control

Start Date = specified Transactions with budget N/A

End Date = blank dates earlier than the Start
Date will FAIL budgetary
control
b. You can exclude specific journal sources/categories from budgetary control.

c. You can enable budgetary control without enabling encumbrance accounting,
and vice versa, or you can enable both.
d. Default Date Rule
i. Current transaction budget date – liquidate reserved
funds/encumbrance accounting using date of current transaction (most
commonly used). For example, if the budget date for the PO is in
February and the budget date for the invoice is in March, the
liquidation of the PO will be dated in March. (correct, Anne?)
ii. Prior related transaction budget date – liquidate reserved
funds/encumbrance accounting using date of prior transaction. For
example, if the budget date for the PO is in February and the budget
date for the invoice is in March, the liquidation of the PO will be dated
in February. (correct, Anne?)
iii. System date
e. Business Functions
i. Enable/disable BCEA for specific business functions and transaction
types*
ii. Validation point – approval only for R9
f. Budgetary Control Exceptions – exclude specific transaction sources or
documents
5. Click Cancel button after you are done reviewing.
*Note: In Releases 9 and 10, the enable encumbrance accounting settings on the
Manage Budgetary Control page and the subledger accounting method determines
which business functions have encumbrance accounting:
1. To enable encumbrance accounting for requisitions, purchase orders, and
Payables invoices, enable Encumbrance Accounting for the ledger and business
functions on the Manage Budgetary Control page and assign the Standard
Accrual with Encumbrance Accounting subledger accounting method to the
ledger.
2. To enable encumbrance accounting for purchase orders and Payables invoices
only (not for requisitions) enable Encumbrance Accounting for the ledger and
business functions on the Manage Budgetary Control page and copy and update
the Standard Accrual with Encumbrance Accounting subledger accounting

method. You can either update the journal line condition to not create accounting
lines for requisitions, or you can delete the Requisition journal entry rule set.
3. To enable encumbrance accounting for General Ledger only (not requisitions,
purchase orders or invoices), enable Encumbrance Accounting for the ledger and
assign the Standard Accrual subledger accounting method to the ledger. This
allows you to enter encumbrance journal entries in General Ledger, but
requisitions, purchase orders, and invoices will not generate encumbrance
accounting entries.
4. If a customer only needs to implement encumbrance accounting without
implementing budgetary control, in the Manage Budgetary Control page,
implementers still need to enable both budgetary control for the business unit(s)
and encumbrance accounting, and assign the Standard Accrual with
Encumbrance Accounting subledger accounting method to the ledger.
Furthermore, implementers should define a control budget with control level set
to None. This setup is required because requisitions and purchase orders drive
the accounting date based on the budget date, and enable budgetary control is
needed for the Budget Date field to display on procurement transactions.

Lesson 10: Control Budgets

Control budgets impact how transactions are budgetary controlled and reported.
Control budgets regulate budgetary control only, not encumbrance accounting.

2. Go to Navigator>General Accounting>Budgetary Control
3. Select the Manage Control Budgets link on the left.
4. Select the Create icon in the toolbar.
5. Enter these values. For all other fields, accept the default value or leave blank.
Field Value
Name XXAdvisory (XX = your initials)
Description XXAdvisory
Budget Calendar GOV Calendar
Select the period you wrote down in Lesson 3
From/To Period (Calendar section) for the GOV calendar.
Source Budget Type Other

Currency USD
Default Rate Type Corporate
Control Level None* [Be sure to select None]
Ledger Progress US Primary Ledger
Project No project for the transaction
Budget Manager Enter the user name of the login you created
Check the boxes for Allow budget increase
Checkboxes adjustments, Allow budget decrease adjustments,
and Allow overrides
Control Budget
Click “+” to add: Fund, Department, Account
Structure
Tree Details Leave blank
Override Region

Max Override Amt 100
Check the boxes for “Notify budget manager

Checkboxes when no overrides are available” and “when
overrides are taken”.
Click on green + to add row to table

Name Insufficient Funds
Description Insufficient Funds
Type Insufficient Funds
Amount 100
Transaction Types All
User Assignments Harold Wilson
*Usually you would select Advisory or Absolute. But for the purposes of our class
exercise, we need to limit each user to one department value, and the easiest way to
achieve this setup is to set control level to ‘None’ at the header level, and define a
Supplemental rule to set control level to ‘Advisory’ for the specific department to which
you are assigned. Supplemental Rules are exceptions to the main rule. [Be sure you
selected None. You will impact other testers if you set this up incorrectly. ]
6. Click on the Create icon in Supplemental Rules region.
We are setting your assigned department to Advisory control level.
Field Value
Name Department XXXXX (XXXXX = dept you were assigned)
Description Department XXXXX
Control Level Advisory
Tolerance 5%
Fund – accept All Values default
Department – select Specific Values and click on Value
Control Budget
Details icon to add the dept you are assigned
Segment Filters
Account – accept All Values default

[Be sure you selected your assigned department value in the Control Budget
Segment Filters. You will impact other testers if you set this up incorrectly. ]
8. Click OK.
9. Click on the Create icon in Supplemental Rules region again.
We are setting account 55500 to Absolute control level.
Field Value
Name Absolute control for account 55500
Description Absolute control for account 55500
Control Level Absolute
Tolerance 5%
Click “+” to add:
Control Budget Dept – select Specific Values and click on Value Details
Segment Filters icon to add the dept you are assigned
Account – select Specific Values and click on Value
Details icon to add 55500
11. Click OK.
12. Click Save.
13. Click on Action button. Select ‘Prepare for Use’. Select Yes and OK to the
confirmation messages.
14. In the Manage Control Budgets screen, click on the Create icon again.
Field Value
Name XXAbsolute (XX = your initials)
Description XXAbsolute
Budget Calendar Annual Calendar

Select the year you wrote down in Lesson 3

From/To Period
(Calendar section) for the Annual calendar.
Source Budget Type Other

Currency USD
Default Rate Type Corporate
Control Level None* [Be sure to select None]
Ledger Progress US Primary Ledger
Project No project for the transaction
Budget Manager Enter the user name of the login you created
Check the boxes for Allow budget increase
Checkboxes adjustments, and Allow budget decrease
adjustments
Control Budget
Fund, Department, Account
Structure
Tree: All Progress Accounts
Transaction Value Not in Tree: Fail transaction
Tree Details From FY1-16 to FY1-16 period
Tree Version: V1
Tree Label: Account Level 3
*Usually you would select Advisory or Absolute. But for the purposes of our class
exercise, we need to limit each user to one department value, and the easiest way to
achieve this setup is to set control level to ‘None’ at the header level, and define a
Supplemental rule to set control level to ‘Advisory’ for the specific department to which
you are assigned. Supplemental Rules are exceptions to the main rule. [Be sure you
selected None. You will impact other testers if you set this up incorrectly. ]
16. Click on the Create icon in Supplemental Rules region.
We are excluding the Reserve for Encumbrance account from budgetary control.
Field Value
Name Department XXXXX (XXXXX = dept you were assigned)
Description Department XXXXX
Control Level Absolute


Control Budget Dept – select Specific Values and click on Value Details
Segment Filters icon to add the dept you are assigned
Account – accept All Values default
18. Click OK.
19. Click Save.
20. Click on Action button. Select ‘Prepare for Use’. Select Yes and OK to the
confirmation messages.
Note to Students:
Once you put these two control budgets into IN USE status, you must complete Lesson
11 (loading budget data and opening budget periods) immediately after. If you do not
complete Lesson 11 immediately after, your control budgets will interfere and cause
other students’ transactions to fail budgetary control as they begin entering transactions
in Lesson 12.
*************************************************************************************************

Lesson 11: Budget Data Load
1. Budget data can be loaded into Budgetary Control via the following methods:
1. ADFdi spreadsheet (for end users)
2. File Based Data Import spreadsheet (for implementers)
3. Web service
4. Hyperion Planning integration
5. PPM integration
2. The ADFdi budget spreadsheet is the preferred method for end users because it is
more user friendly, includes online validation, and is accessed directly in Fusion.
The FBDI budget spreadsheet resembles the columns of the budget interface table,
so it may be intimidating for an end user, but would be ok for implementers. You can
download the FBDI spreadsheet from Oracle Enterprise Repository
(https://fusionappsoer.oracle.com/oer/index.jsp).
3. If you have a control budget that controls at a summary account level using a
hierarchy, if you load budget data using ADFdi spreadsheet, you will need to enter
the data at the summary account level. If you load budget data using the FBDI
spreadsheet, you can load the budget data at the detail account level and the
system will calculate the summary account level budget balances for you.
4. Budget data is loaded into the Budgetary Control module separately from the
General Ledger module. Budget data loaded into Budgetary Control is based on the
control budget structure (segments and hierarchy level) defined in the control
budget.
5. If you perform budget vs. actual reporting out of General Ledger, then you need to
load budget data into General Ledger separately from the Budgetary Control
module. Budget data loaded into General Ledger must be loaded at the detail
account combination level using General Ledger’s budget ADFdi spreadsheet.
6. If you successfully load and import budget data into Budgetary Control but do not
see the data in the Budgetary Control Essbase cube, run the program Transfer
Control Budget Balances to Essbase in Scheduled Processes for each control
budget you loaded data to. If you had set up the XCC_STREAMING profile option
and the Transfer Budget Balances to Budget Cubes Continuously program has
been kicked off, this manual step should not be necessary.
7. When budget data is loaded into a budget period with status ‘Available for
budgeting’, it is saved as the initial budget amount. When budget data is loaded into
a budget period with status ‘Open’, it is saved as a budget adjustment amount.
Therefore, in this exercise, you will first load the budget when the budget period
status is ‘Available for budgeting’ status, then change the budget period status to
‘Open’ before loading the adjusted budget balances.

8. For details on Hyperion Planning integration with Budgetary Control, see

presentation here.
Set budget period status to ‘Available for budgeting’:

3. Select the Budget Period Statuses link on the left.
4. Click on the name of your advisory control budget.
5. For the from/to period you entered for your advisory control budget, the period
status should be set to ‘Available for Budgeting. If not, please change the period
status. Click Save and Close.
7. Click on the name of your absolute control budget.
8. For the from/to period you entered for your absolute control budget, the period
status should be set to ‘Available for Budgeting’. If not, please change the
period status. This allows the initial budget to be loaded into the period.
Load initial budget balances:
2. Select the Enter Budgets in Spreadsheet link In the Regional area.
3. In the window that opens, select the name of your advisory control budget. Accept
the default start/end periods. Click the Create Spreadsheet button.
4. Click Open to open the budget spreadsheet.
5. Click Yes if asked if you want to connect.
6. You will be presented with a sign on screen to enter your username and
password.
7. Add blank rows to the spreadsheet by highlighting the row, right clicking and
selecting Insert. Enter the budget data as follows:

Fund Dept Acct Amount for control budget period
1001 Your dept value 55300 $50,000
1001 Your dept value 55400 $50
8. When you are done entering data into the spreadsheet, go to the Enter Budget
Amounts menu at the top in Excel, and click on the Import icon.
9. Select the option to download budget amounts to confirm your budget data
loaded correctly. Click OK. You can close the spreadsheet or save it.
10. To enter budget data your absolute control budget, select the Enter Budgets in
Spreadsheet link In the Regional area of the Budgetary Control Dashboard.
11. In the window that opens, select the name of your absolute control budget. Accept
12. Click OK to open the budget spreadsheet.
13. Click Yes when asked if you want to connect.
14. You will be presented with a sign on screen to enter your username and
password.
15. Enter the budget data as follows. We are entering data against parent account
55000 because the absolute control budget controls against parent accounts with
“Account Level 3” label in the hierarchy.
Fund Dept Acct Amount for control budget period
1001 Your dept value 55000 $50,055
17. Select the option to download budget amounts to confirm your budget data
loaded correctly. Click OK. You can close the spreadsheet or save it.
18. View budget balance using the Budgetary Control Analysis report. Navigate to
Navigator>(More)>Tools>Reports & Analytics. Shared
folders>Financials>Budgetary Control>Budgetary Control Analysis Report.

19. Click on the report name and click on View. In the tab (first tab) that opens, select
the name of your control budget and the From/To periods in the report
parameter section, and click on the Apply button. In the report results region,
click on the different tabs to view different layouts. The “View Funds Available”
tab displays the budget data you just loaded. Do this for both your advisory
control budget and absolute control budget.
Set budget period status to ‘Open’:
2. Select the Budget Period Statuses link in the Regional area.
3. Click on the name of your advisory control budget.
4. For the from/to period of your advisory control budget, set period status to ‘Open’.
Click Save and Close.
5. Click on the name of your absolute control budget.
6. For the from/to period of your absolute control budget, set period status to ‘Open’.
Click Save and Close.
Load adjusted budget balances to Advisory and Absolute control budgets:
2. Select the Enter Budgets in Spreadsheet link in the Regional area.
3. In the window that opens, select the name of your advisory control budget. Accept
4. Click Open to open the budget spreadsheet.
5. Click Yes when asked if you want to connect. Sign in if prompted.
6. The spreadsheet will display the data you loaded earlier. Change the budget
amount for account “1001.your dept value.55300” from $50,000 to $55,000.
8. In the Budgetary Control Dashboard, select Enter Budgets in Spreadsheet link

in the Regional area again.
9. In the window that opens, select the name of your absolute control budget. Accept

10. Click OK to open the budget spreadsheet.
11. Click Yes when asked if you want to connect. Sign in if prompted.
12. The spreadsheet will display the data you loaded earlier. Change the budget
amount for account “1001.your dept value.55000” from $50,055 to $55,055.
14. View budget balance using the Budgetary Control Analysis report. Notice the
report reflects the budget adjustments you just made to both control budgets.

Lesson 12: Setup Requisition Preferences

The user can set up requisition preferences to default common values onto the
requisition, such as deliver to location and destination type.
In this lesson you will setup three favorite charge accounts that you will be using in later
lessons.
2. Using the Navigator (the compass icon) in the Global area, select My
Information> Procurement > Purchase Requisitions. This will open the
requisition shopping page.
3. Because we will be entering a lot of requisitions, save this page as a

favorite. Click the Star in the Global area, and select Add to Favorites…
4. Give the favorite a name: Shopping, and click Save and Close.
5. The requisition preferences section is found in the lower right. Click edit.
6. Complete the fields as follows:
Field Value
Requester Your login name
Deliver to Location Reston
Destination Type Expense
7. Next we will set up 3 favorite charge accounts, one for Pass (primary), 1
for Warning, and 1 for Fail.
8. Click the Green +, and enter the following:
Field Value
Nickname Pass BC
Charge Account 1001-0000-XXXXX-55300-0000-0000-00000000

The XXXXX is the department code assigned to you.
Field Value
Nickname Warning BC
Charge Account 1001- 0000-XXXXX-55400-0000-0000-00000000
Field Value
Nickname Fail BC
Charge Account 1001-0000-XXXXX-55500-0000-0000-00000000
11. Select the row header of the first record. Using the Grid Action, Set
Primary for the account with nickname “Pass BC”.
12. Save and Close.

Lesson 13: Requisition – PASS Budgetary Control

Requisitions are the beginning of the Procurement Transaction Flow. Most
organizations utilize requisitions to separate the requisition process from the Purchasing
process, providing a transaction that can be approved by management before being
processed by a buyer.
In Fusion Self Service procurement (SSP), we use a shopping catalog paradigm to
present to the requester the items and services they are authorized to buy.
This content commonly is available from Purchase Agreements, although Supplier
Punch-out items can also be managed.
This exercise introduces a simple one-line requisition with sufficient funds available. We
will then initiate a sample report to validate the transaction into the budget.

2. Using your Favorites (the star in the global region), select the shopping link.
3. The first requisition will be for some Bathroom Supplies. In the search, Enter
‘Bathroom’, and click the arrow (Go) button.
4. Select the Charmin Basic Bathroom Tissue 18Pk, Enter Quantity 5, click Add
to Requisition.
5. Note that the item appears in the Requisition Cart to the right side.
6. Click ‘Edit and Submit’, to display the edit requisition page.
7. Note the Requisition Number _____________________________
8. Review the Requisition Details. In the Billing Grid, Select View > Reorder
Columns. In the Popup, Select Project Costing Details, and move this to the
bottom of the list (using the V arrow). Click OK.
9. Notice that the Billing Grid now has all the project fields to the right of the Grid.
10. In the Requisition Details section, in the Suggested Buyer field, select the name
of the user you created, last name first.
11. The system should have defaulted the Pass BC charge account automatically
from the setup in the previous lesson.
12. Note the Charge Account ________________________________

13. At the top of the page, Click Check Funds.
14. The Funds check should pass, and a Confirmation popup should appear stating
the result.
15. On the confirmation popup, click ‘View Funds Check Result’.
16. The Funds Check page displays all of the budgets this transaction. Validate the
budgets are the same Control Budgets you created earlier.
17. Click Done.
18. Click OK to close the confirmation popup.
19. Note the funds Status on both Header and Line Billing grid is ‘Passed’.
20. Click Submit.
21. On the confirmation popup, click OK.
22. The system should be back to the shopping home page, and the requisition
created will be in the My Requisitions Grid. The status may be ‘Pending
Approval’.
23. Select ‘Manage Requisitions’ from the Regional area.
24. Refresh search until the requisition has completed Approvals processing and the
Funds Status is now Reserved.
26. Click on the report name and click on View. In the tab that opens, select values
for the report parameters (Control Budget = XXAdvisory, Budget Period = from/to
period of your advisory control budget, Department segment = department
assigned to you.
27. In the report results region, click on the View Funds Available Tab. Review the
report.
28. Change to Account Activities Tab. Review the transaction activity.

Lesson 14: Requisition – FAIL Budgetary Control

This exercise introduces a simple one-line requisition with insufficient funds available
that will fail budget checking. This occurs when the Control Budget is defined as
Absolute.
2. Using your Favorites (the star in the global region), select the Shopping link.
3. This requisition will be for some Communication supplies. In the search, Enter
‘Phone’, and click the arrow (Go) button.
4. Select the Apple i-Phone, Enter Quantity 1, click Add to Requisition.
5. Note that the item appears in the Requisition Cart to the right side.
9. The system should have defaulted the Pass BC charge account automatically. In
the nickname column, Select Fail BC. The system will update the charge account
with the account string you created earlier
12. The Funds check should error with a fail message.
budgets are the same Control Budget, and Budget Account combination you
created earlier.
15. Change the view to ‘Budget’. This view shows that you have requested an
amount, but zero funds are available to this Budget Account combination
16. Click Done.

18. Note the funds Status on both Header and Line Billing grid is ‘Failed’.
19. Because this requisition has failed, you cannot submit it. Click Save and Close.
20. Click ok on the confirmation popup.

Lesson 15: Requisition – WARNING Budgetary Control
In this exercise, a simple one-line requisition with insufficient funds available that will
result in a warning during budget checking. This occurs when the Control Budget is
defined as Advisory.
2. Using your Favorites (the star in the global region), select the shopping link.
3. The first requisition will be for some Bathroom Supplies. In the search, Enter
‘Bathroom’, and click the arrow (Go) button.
4. Select the Charmin Basic Bathroom Tissue 18Pk, Enter Quantity 6, click Add
to Requisition.
8. The system should have defaulted the Pass BC charge account automatically
from the setup. In the nickname column, Select Warning BC account. The system
will update the charge account with the account string you created earlier
11. The Funds check should be a Warning, and a Confirmation popup should appear
stating the result.
budgets are the same Control Budgets you created earlier.
14. Click Done.
16. Note the funds Status on both Header, Line and Line Billing is ‘Warning’.
17. Click Submit.

18. The System will popup another warning message, and ask you to confirm the
submit of the requisition. Click Yes.
20. The system should be back to the shopping home page, and the requisition
created will be in the My Requisitions Grid. The status may be ‘Pending
Approval’.
21. Select ‘Manage Requisitions’ from the Regional area.
22. Refresh search until the requisition has completed Approvals processing and the
Funds Status is now Reserved.
24. Click on the report name and click on View. In the tab that opens, select values
for the report parameters (Control Budget = XXAdvisory, Budget Period = from/to
period of your advisory control budget, Department segment = department
assigned to you.
25. In the report results region, click on the View Funds Available Tab. Review the
report.
26. Change to Account Activities Tab. Review the transaction activity.

Lesson 16: Purchase Order

For Requisitions that are associated to Agreements that are setup to not auto-create
Purchase Orders, a Buyer needs to convert them manually. All of the Agreements in the
Office Expenses and Services browsing categories have been set up this way.
2. Navigate to the Purchasing workarea. (Procurement>Purchasing). It

displays transactions that require the buyer’s attention.
3. Save this page as a favorite.
4. In the Regional area, select Process Requisitions.
5. Select the Charmin Basic Bathroom Tissue 18Pk Requisition line from
Requisitions-Warning script.
6. Click Add to Document Builder.
7. Click OK on the Add to Builder popup.
8. Review Document Builder Details on the right side. This is our Purchase
Order we are building.
9. In the Document Builder region, click Edit.
10. Review the line added. This page can be used to consolidate like lines.
11. Click Create (top of page). This will now create the actual Purchase order
and display it. Click OK on the Information popup.
12. Record the Purchase Order Number ____________________________
13. Record the Purchase Order amount ____________________________
14. Review the Purchase Order. Most interest will be the Distributions Tab.
15. Enter a Description.
16. Click Check Funds.
17. The Funds check should pass, and a Confirmation popup should appear
stating the result. Why?
_______________________________________________________________

18. Click OK.
19. Click on the Header Funds Status ‘Passed’. This will display the View
Funds Check popup we are used to seeing from requisitions.
20. Note it displays the liquidate entries from Requisition and Consumption
entries by PO for each budget, for each PO distribution line.
21. Change the View to Budget.
22. Now we see there has been no net change requested against each
budget, and hence why the PO passed funds check.
23. Expand the Caret next to the XXAdvisory Control Budget.
24. Click Done.
25. Click Submit.
27. The system should be back to the Process Requisitions page.
28. In the Regional area, click Manage Orders.
29. Search for the PO you just created.
30. Once the PO is in an Open status, Navigate to the Shopping Page.
31. Note that Requisition-warning script requisition is now in a Liquidated

funds status and the PO number associated.
32. View the budget balance using the Budgetary Control Analysis report.
Using the from/to period of your advisory control budget, Department
segment = department assigned to you.

Lesson 17: Change Order – Requester Change

In this script, we start to look at change orders. This script covers creating a two line
requisition, auto creating to PO, and then creating the change order from the requisition
after the PO is Open.
2. Auto create PO from Requisition, shopping for 2 items in the Office

Supplies Category as follows;
Value Qty
Item 1 Photocopy Paper Letter Light Gray 5
Item 2 Round Stic Ball Point Pen, Medium, Black 2
3. Use the Warning BC Account on both lines on the requisition.
4. Note the Requisition Number ___________________________________
5. After the requisition has been processed, note the Purchase Order
Numbers (there should be 2)
___________________________________________________________
6. Navigate to the Manage Requisitions Page from the Shopping Page.
7. Search for the Requisition created above.
8. Click on the Requisition Number in the Grid.
9. On the view Requisition Page, select the Requisition line for the
Photocopy Paper Letter Light Gray, click Actions>Edit Order.
10. A popup will appear, indicating that you are about to create a change
order. Click Yes.
11. The system now displays the Requester Change Order page against the
PO. Once the related PO for a requisition has been opened, all changes
are now made against the PO.

12. Enter a Change Description: XXCO1.
13. Change the quantities as follows;
Value Qty
Photocopy Paper Letter Light Gray 3
14. Record the Change Order amount ____________________________
15. Click Save.
16. Click Check Funds. Document should pass funds check.
17. Click Submit
18. On the view Requisition Page, select the Requisition line for the Round
Stic Ball Point Pen, Medium, Black, click Actions>Edit Order in the
Search Results table.
19. A popup will appear, indicating that you are about to create a change
order. Click Yes.
20. Enter a Change Description: XXCO2.
21. Change the quantities as follows;
Value Qty
Round Stic Ball Point Pen, Medium, Black 5
1. Record the Change Order amount ____________________________
2. Click Save.
3. Click Check Funds. Document should issue a funds check warning. Click
Ok on the Warnings popup.
4. Why is this result different to the first line changed?
_____________________________________________________
5. Click Submit.
6. Click Continue on the Warnings popup

8. Click Done to exit the View Requisition page.
9. Click Done to return to the shopping page
10. Navigate to Navigator>Procurement>Purchasing.
11. Click on Manage Orders in Regional area.
12. Search for one of your Purchase Orders (you will need to remove
yourself from the buyer field).
13. Hover the mouse over the PO number in the grid. What does it tell you?
__________________________________________________________
14. Click the Order Number.
15. In the header Actions, Select View Change History.
16. Click on the description.
17. Review the Change Order details. Note that all of the attributes changed
are indicated with pale blue ‘dots’, and includes the From and To values
18. Click Done.
19. Click Done.
20. Click Done.
21. View budget balance using the Budgetary Control Analysis report.
Review the Activity against XXAdvisory control budget, from/to period of
your advisory control budget, and department assigned to you. You should
see all the transactions for the Requisition, Liquidation and obligation to
PO, liquidation/increase from Change Order.

Lesson 18: Desktop Receipt

In this lesson, we will create a Select a Purchase Order and receive it at our desk.
2. Look up the requisition number from Lesson 17;
_____________________________________________
3. Using the navigator, Select My Information> Procurement> Receipts.
4. Enter the following into the Search Criteria.
Field Value
Items Due Any Time
Requisitioning BU Progress US Business Unit
Requisition Number from
Requisition number
Lesson 17
5. Search for the Requisition.
6. Select the All of the Lines.
7. Click Receive.
8. In the Create Receipts screen, Enter Quantity 2 for the Photocopy Paper
Letter Light Gray Line.
9. Enter the quantity of 5 for Round Stic Ball Point Pen, Medium, Black Line.
10. You may also enter Waybill/Packing Slip information if you want.
11. Click Submit.
12. Click OK on the Confirmation Popup.
13. Click Done.
14. Navigate to Navigator>Procurement>Purchasing. Select Manage

Orders from the Regional area.

15. Search for one of your Purchase Orders (remember to remove your name
from Buyer field).
16. Click on the Purchase Order Number to view the PO Details.
17. In the Contextual pane (right side) note the graph showing the quantity
ordered, received and delivered.
18. Click on the ‘View Details’ beneath the graph. This will display the PO
lifecycle page. Note the receipt transaction you created earlier.
19. Click Done.
20. Click Done.
21. Click Done.
your advisory control budget, and department assigned to you.
23. What happened when you received the items? Why?
___________________________________________________

Lesson 19: Create Accounting for Requisitions & POs
Lesson 19: Create Accounting for Requisitions & POs
If someone ran the Create Accounting program before you reached this step, they might
have created accounting for your requisitions and purchase orders already. You can
check by going through the steps in the View Accounting for Reqs and POs section
below. If accounting has not been created for your transactions, then you can run the
Create Accounting program as outlined below.

Create Accounting for Requisitions and Purchase Orders

2. Navigator>Tools>Scheduled Processes.
3. Click on Schedule New Process button.
4. Search and select ‘Create Accounting’ program.
5. Enter parameters:
o Subledger Applications: Purchasing
o Ledger: Progress US Primary Ledger
o Report Style: Detail
o Accept default values for all other parameters
6. Click on Submit button. Then click on Close button to close parameters window.
7. In the Search Results window, you will see a few processes spawned. Find the
process called Create Accounting Execution Report. Highlight that row and scroll
down to view the Create Accounting Execution Report. If the report contains errors,
please notify the owner(s) of the transactions that errored.
View Accounting for Requisitions and Purchase Orders

2. Navigator>General Ledger>Journals or Navigator>Payables>Invoices
3. In Task pane on left, select ‘Review Subledger Journals’ in GL, or ‘Review Journal
Entries’ in Payables.
4. Enter parameters:
a. Ledger: Progress Progress US Primary Ledger
b. Journal Source: Purchasing
c. Date: enter appropriate date range
d. Transaction Number – enter your Req or PO number if you know it. Or you
can leave it blank and find your transaction in the list that is returned.
5. In the Search Results region, highlight the row for your transaction. Scroll down to
view the journal entry for your transaction.
6. You can continue drilling to the subledger transaction except for requisitions and
purchase orders.

Lesson 20: Payables Invoice – Full Liquidation
2. Navigate to the Invoice Work Area (Navigator > Payables > Invoices).
3. Select the Create Invoice task in the Regional area.
4. In the field ‘Identifying PO’, select the PO you created in Lesson 17. This
will automatically derive the values for the supplier fields.
5. Enter Invoice Number as ‘XXInvoice1’ (XX=your initials).
6. Enter Invoice Amount as the amount of the PO in Lesson 17.
7. Accept all other defaulted values in the invoice header.
8. Go to the Invoice Lines region and click on the right-pointing arrow on

the right of the field that says ‘Match Invoice Lines’. In the window that
opens, select all lines for matching and click on Apply. Then click OK. If
you get the message, “The purchase order is set up for self-billing.
Proceeding with this match may result in an overpayment to your
supplier,” just click ok. The supplier has been set up for evaluated receipt
settlement.
9. Go to the Actions menu in the Invoice Line region and select Manage
Distributions. Notice the invoice distributions are automatically derived
from the PO. There is currently a bug in the system where the department
value defaults to 00000. Change the department value to the department
you were assigned.
10. Go to the Invoice Actions menu and select Check Funds. On the right
panel, Status region, view the Fund status. Click on the fund status link
to view results. Close the window when you’re done reviewing.
11. Go to the Invoice Actions menu and select Validate. After validation is
complete, notice funds status changes to Reserved.
12. Go to the Invoice Actions menu and select Account and Post to Ledger.
This creates the encumbrance and actual accounting for your invoice and
posts it to the General Ledger.
13. Go back to the Invoice Actions and select View Accounting to view the
encumbrance and actual entry. Expand on the first accounting entry line

and note down the Journal Batch name.

__________________________________. (It may take a minute before
the batch name appears.)
14. View budget balance using the Budgetary Control Analysis report. You
should see the transactions for liquidating the PO reserved funds and
recording expenditure for the Invoice.
15. View the Actual journal entry in GL. Navigator>General Accounting>

Journals. Select Manage Journals in the Regional area. Search by the
journal batch name you noted in step 13.
16. In the journal line, click on the journal line amount to drill down to the
subledger accounting entry.
17. Click on View Transaction to view the Payables invoice.
18. Go back to the purchase order to see the status is changed to Liquidated.

Lesson 21: Payables Invoice – Partial Liquidation

3. Select the Create Invoice task in the Regional area.
4. In the field ‘Identifying PO’, select the photocopy paper PO you created in
Lesson 17. This will automatically derive the values for the supplier fields.
5. Enter Invoice Number as ‘XXInvoice2’ (XX=your initials).
6. Enter Invoice Amount as $7.99.
7. Accept all other defaulted values in the invoice header.
8. Go to the Invoice Lines region and click on the right-pointing arrow on

the right of the field that says ‘Match Invoice Lines’. In the window that
opens, select only the line for photocopy paper for matching, enter 1 for
quantity and click on Apply. Then click OK. If you get the message, “The
purchase order is set up for self-billing. Proceeding with this match may
result in an overpayment to your supplier,” just click ok. The supplier has
been set up for evaluated receipt settlement.
9. Go to the Actions menu in the Invoice Line region and select Manage
Distributions. Notice the invoice distributions are automatically derived
from the PO. There is currently a bug in the system where the department
value defaults to 00000. Change the department value to the department
you were assigned.
10. Go to the Invoice Actions menu and select Validate. [If validation did not
pass, go to Actions>Manage Distributions to review the total of your
distributions and make sure they match the invoice amount at the invoice
header. Be sure when you were matching the invoice to the purchase
order than you selected 1 for quantity.]
11. Notice the Fund Status after the invoice is validated.
This creates the encumbrance accounting for your invoice and posts it to
the General Ledger.
encumbrance entry. Expand on the first accounting entry line and note

down the Journal Batch name _______________________________. (It

may take a minute before the batch name appears.)
should see the transactions for liquidating the PO reserved funds and
recording expenditure for the Invoice.
14. View the Actual journal entry in GL. Navigator>General Accounting>

Journals. Select Manage Journals in the Regional area. Search by the
journal batch name you noted in step 13.
15. In the journal line, click on the journal line amount to view the subledger
accounting entry.
16. Click on View Transaction to view the Payables invoice.
17. Go back to the purchase order to see the header status is changed to
Partially Liquidated.
18. Select the Schedules Tab.
19. Hover over the lifecycle icon on the Bounty line.
20. Click on the lifecycle icon.
21. Review the receipt and invoice information.
22. Click Done.
23. Click Done.
24. Click Done.

Lesson 22: Payables Invoice – Cancel
Lesson 22: Payables Invoice – Cancel
3. Select the Manage Invoice task in the Regional area.
4. Query the invoice ‘XXInvoice1’ you created in Lesson 20.
5. In the Actions menu in the invoice header, select Cancel Invoice. Click
OK in the confirmation message.
This creates the encumbrance accounting for your invoice and posts it to
the General Ledger.
encumbrance entry. Expand on the first accounting entry line and note
down the Journal Batch name _______________________________. (It
may take a minute before the batch name appears.)
should see the transaction for reversing the liquidation of the PO reserved
funds, which records the obligation, and reversing of the expenditure.
22. Also notice PO status reverted back to Closed for Receiving.

Lesson 23: Close Purchase Order
Lesson 23: Close Purchase Order
2. Navigate to Navigator>Procurement>Purchasing. Select the Manage

Orders task.
3. Search for the ‘pens’ PO used in Lesson 17.
4. Select the line for pens, and select Close from the Actions menu.
5. In the popup, select Finally Close, and enter a description “XX Close
PO”.
6. Click OK.
7. Click on the PO Number to view the details. What are the statuses of the
lines?
_________________________________________________________
8. Click Done.

your control budget, Account 55400. You should see all the transactions
for the Requisition, Liquidation and obligation to PO, the invoice
transactions and the liquidation from the Final Close.
10. On the Manage Orders page, select the PO line and using Actions,
select Re-Open.
11. In the Popup window, Enter a Description “XX Close PO”, and today’s
date as the budget date.
12. Click OK.
your control budget, Account 55400. You should see all the transactions
for the Requisition, Liquidation and obligation to PO, the invoice
transactions and the liquidation from the Final Close, and now a
restatement from reopening the transaction.

Lesson 24: Manual GL Encumbrance Journal
You can enter encumbrance journal entries in Fusion General Ledger to record
encumbrance accounting activity.
Encumbrance journal entries can be entered on the online screen or loaded into
General Ledger using ADFdi spreadsheet.
2. Navigate to the Journals Work Area (Navigator > General Accounting

> Journals).
3. Select the Create Journal task from the task pane located on the left side.
4. Enter Journal Batch Name and Journal Name fields as “XX

Encumbrance Journal”.
5. Select Encumbrance in the Balance Type field. [Be sure to select

balance type before selecting the accounting period.]
6. Select the period of your control budget for the Accounting Period and
today’s date for the Accounting Date.
7. Select ‘Adjustment’ for Journal Category.
8. Select ‘Obligation’ for Encumbrance Type.
9. In the Journal Lines section, enter the following:
Field Value
Journal Line 1
Account 1001-0000-your dept-55300-0000-0000-00000000
Amount 200 Debit
Journal Line 2
Account 1001-0000-00000-31130-0000-0000-00000000
Amount 200 Credit
10. Click Save.

11. At the top of the page, click on the Batch Actions menu and select
Reserve Funds. After funds are reserved, The Funds Status changes to
‘Reserved’. Click on the ‘Reserved’ link to the view the detail results.
Close the window.
12. Click on the Post button in the Edit Journal page to post to the journal.
13. Go to the Budgetary Control Analysis Report to view the effect of the
encumbrance journal to account 55300 for your assigned department
value.

Lesson 25: GL Journal - Increase Funds Available
You can enter encumbrance journal entries to increase funds available amounts by
entering credit balances against expense accounts.

> Journals).

Encumbrance Journal to Increase Fund Balance”.
5. Select Encumbrance in Balance Type field. Be sure to do this first before

selecting the accounting period.
Field Value
Journal Line 1
Account 1001-0000-00000-31130-0000-0000-00000000
Amount 400 Debit
Journal Line 2
Amount 400 Credit
10. At the top of the page, save the journal batch.

11. Click on the Batch Actions menu and select Reserve Funds. After funds
are reserved, The Funds Status changes to ‘Reserved’. Click on the
‘Reserved’ link to the view the detail results. Close the window.
12. Click on the Post button in the Edit Journal page to post to the journal.
value.

Lesson 26: GL Journal – Tolerance

This lesson demonstrates how the tolerance % on the control budget works. The
monthly control budget is defined with a 5% tolerance. For account 55500, we entered
budget of $50 for the period. With a 5% tolerance, the system will allow maximum
consumption of $52.50 for this account for the period.

> Journals).

Encumbrance Journal Tolerance”.

Field Value
Journal Line 1
Amount 5.20 Debit
Journal Line 2
Account 1001-0000-00000-31130-0000-0000-00000000
Amount 5.20 Credit

11. Click on the Batch Actions menu and select Check Funds. Funds
check will pass because the system allows you to spend up to $5.25 ($5
budget + 5% tolerance). In the Fund Status field, click on the Passed link
to view the detail results.
12. Change the journal line amounts to $5.30 Debit and $5.30 Credit. Check
funds again. Funds check will fail because you have exceeded maximum
consumption of $5.25.
13. Save and close the journal. (Do not reserve funds for the journal.)

Lesson 27: GL Journal – Override

For Payables transactions and General Ledger journals, you can request an override
when your transaction exceeds funds available, if the control budget has the Absolute
control level, and if the control budget setup allows overrides.
> Journals).
Encumbrance Journal Override”.
Field Value
Journal Line 1
Amount 50 Debit
Journal Line 2
Account 1001-0000-00000-31130-0000-0000-00000000
Amount 50 Credit

24. Click on the Batch Actions menu and select Reserve Funds. Funds
reservation will fail because funds available have been exceeded for this
account for the advisory control budget. In the Fund Status field, click on
the Failed link to view the detail results. It indicates override is available.
25. Click on the Batch Actions menu and select Request Override.
26. Log out of your session and log in as harold.wilson.
27. Navigate to Navigator>General Accounting>Journals. In the Manage

Journals page, find your journal. In the Batch Actions menu, select the
option Override and Reserve Funds. Provide justification “Additional
funds available.”
28. Notice the fund status changed to Reserved with Warning. Click on this
link and you will see the details show that the override was taken.
29. Log out of the system and log back in with your own login id/password.
30. Navigate to Navigator > General Accounting > Journals. Select the
Manage Journals task and find the journal entry that has the override.
31. Post the journal entry.
value.

Lesson 28: Period End Receipt Accrual

The Period End Accrual process generates subledger accounting entries to accrue
expenses for uninvoiced receipts at end of period for reporting purposes. The accrual
entries are reversed at the beginning of the next period.
When encumbrance accounting is enabled, an obligation journal entry that represents

the PO amounts that have been received but not invoiced is created. Reporting for
accrued balances is likely done from General Ledger, not Budgetary Control.
Therefore, period end receipt accrual entries can be excluded from budgetary control by
excluding the specific journal source and category in the control budget definition.
However, if customer wants reporting of accrued balances to come from Budgetary
Control module, the period end receipt accrual entry can be included in budgetary
control.
Perform the following tasks: (We will not perform these tasks in our training
course as they impact everyone working in the ledger. They are included here for
your future reference.)
1. Close Payables period. (This is recommended, but not required. We will skip this
step in our training course.)
2. Payables Manager – Run “Transfer Costs to Cost Management” process in

Scheduled Processes window to transfer cost information from Payables to Cost
Management.
3. Cost Accountant – Run “Transfer Transactions from Receiving to Costing” process

in Schedule Processes window to tansfer transaction details from receiving to
costing.
4. Cost Accountant - From Receipt Accounting work area (under Costing section in
Navigator), select the task “Create Receipt Accounting Distributions” to create
accounting in final mode.
5. Cost Accountant - From Receipt Accounting work area, navigate to “Create Un-
invoiced receipt accrual” screen and submit the process by selecting the Bill-to
Business Unit and Accounting Period.
6. Cost Accountant - Verify results by querying for your transaction from “Review
receipt accounting distributions” UI.
7. Cost Accountant - In Receipt accounting work area go to ‘Create Entries for

Receipt accounting’ to generate Journal entries. Check the journal entries from

the Review Receipt Accounting Distributions UI/Journal entries Tab by querying

for your transaction.

Lesson 29: Reporting, Inquiry, and Analysis
Budget Monitor
The Budget Monitor lets budget managers track and view consumption and funds
available for those accounts they are interested in.

2. In the Budget Monitor region, go to Budget Account Group and click on the
drop down icon, and select Create.
Field Value
Name XXAdvisory (XX = your initials)
Control Budget XXAdvisory
Color-coded Ruler Accept default or adjust the thresholds
Budget Accounts –Fund 1001
Budget Accounts –
Your assigned department value
Department
Budget Accounts – 55000 (scroll to end of list – parent values are listed
Account after detail values)
4. Click Save and Create Another.

Field Value
Name XXAbsolute (XX = your initials)
Control Budget XXAbsolute
Color-coded Ruler Accept default or adjust the thresholds
Budget Accounts –Fund 1001
Budget Accounts – Department Your assigned department value

Budget Accounts –Account 55000
7. In the Budget Monitor region, select the Budget Account Group that you want
to view.
8. You can drill down on amounts with hyperlinks to view further details.
9. In the Budget Monitor region, select the View menu, select Columns, and select
View All. This displays all the columns that are available to you. If there are
columns you are not interested in, simply uncheck the box next to the column
name.
10. The Export to Excel icon lets you export the Budget Monitor data to a
spreadsheet.
11. The Query By Example icon lets you filter the rows in Budget Manager for
specific segment values or amount values. Enter the value you want to filter by
and hit the Enter key on your keyboard.
12. The Detach icon opens the Budget Monitor in a separate window to allow you to
view more rows if necessary.
13. You can change the budget period or balance to see different views of your data.
Budget Monitor – FY15 Monthly Reporting Control Budget

1. Login: Harold.wilson. Use the password provided by instructor.
2. Navigator>General Accounting>Budgetary Control
3. In the Budget Monitor region, select Budget Group IT Department, Control Budget
FY15 Monthly Reporting, Budget Period Dec-15, Balance Year to Date. Review
consumption rates for all departments under 11000, the Information Systems
parent department.
4. Click on Account 50000 for Dept 11210. Notice Account 53000

(Professional/Technical Services) and Account 57000 (Property) have high
consumption rates.

5. Click on Account 53000. Notice 53300 has negative fund balance.
6. Click on the budget amount for Account 53300. Since you were reviewing year to
date amounts, the Review Budget Balances screen displays balances from Jul-
Dec.
7. Click on Obligation balance for Sep-15. You can review journals or transactions
that support the balance.
8. Click on the purchase order #710354.

Review Budget Balances Inquiry Page

2. Navigate to Navigator>General Accounting>Budgetary Control.
3. Select Review Budget Balances in the regional area.
4. Search for balances in your control budget.
Review Budget Transactions Inquiry Page

2. Navigate to Navigator>General Accounting>Budgetary Control.
3. Select Review Budget Transactions in the regional area.
4. Search for transactions in your control budget.

Budgetary Control Analysis Report – Default Output

Format
The Budgetary Control Analysis Report is an interactive BI Publisher report that can be
run from Navigator>Scheduled Processes, or viewed from Navigator>Reports and
Analytics, Shared Folders>Financials>Budgetary Control.
If you run this BI Publisher report and it generates in PDF mode by default instead of
interactive mode, follow these steps to change the default output format to ‘interactive’.
(Not necessary to perform these steps in this course.)
1. Navigate to Shared Folders>Financials>Budgetary Control. Select the Budgetary

Control Analysis Report and click on Edit.
2. Click on the link “View A List”.

3. Set the default output of all layouts to 'Interactive' and click on Save button.
Budgetary Control Exceptions Report

The Budgetary Control Exceptions Report can be run from Navigator>Scheduled
Processes. You can run it in the training environment for your control budget, but the
report will not show any exceptions because none were encountered. Funds check
errors currently are not included in the report – only funds reservation errors. If you
want to go back to Lesson 26 and try to reserve funds instead of check funds, then you
can run the exceptions report afterwards to see the funds reservation failure.

Smart View and Financial Reporting Studio Setup

1. The Smart View URL and FR Studio URL are the same as the one used for General
Ledger Smart View and FR Studio. Go to EPM Workspace and copy the url of the
BI server.
2. A separate budgetary control cube is created for every combination of budget
calendar and control budget structure (subset of COA segments selected in control
budget definition). If you have three control budgets that have the same budget
calendar and control budget structure, they will all reside in the same cube, and the
name of the first control budget that was created using the budget calendar/control
budget structure combination will be the name of the cube. All budgetary control
cube names are prefixed with XCC to differentiate them from General Ledger cubes.
So when you try to connect Smart View or FR Studio to your budgetary control cube,
look for a cube with prefix XCC and the name of the first control budget that was
defined with the budget calendar/control budget structure combination as your
control budget.
SmartView
The multi-dimensional account balance capabilities provided by Fusion provide
unprecedented advances in account analysis. With SmartView, users can slice and
dice account balance information by any segment or hierarchy within the chart of
accounts. This Excel plug-in allows users to inquire on real-time account balances in a
spreadsheet and also provides drilldown to the application for additional details.
Highlighted Features
 Online analysis of account balances in a familiar spreadsheet environment.
o You get better user-friendliness and greater productivity in manipulating
and analyzing financial data in any ad hoc way that suits you.
 Drill down from parent-level account balances to lower level account balances
and to the underlying journals.
o You get instant access to the details you need to investigate and resolve
any issues.
 Refresh the spreadsheet to update the latest balance information, for example if
a new journal gets posted.
o You get up-to-date data instantly, so your decisions are always based on
current, correct information.

This introductory flow shows you how straightforward it is to inquire upon and
manipulate account balances using familiar desktop tools, in order to get to the
information you want in an efficient, user-friendly way.
1. Launch Microsoft Excel and open the Budgetary Control Smart View
template.xlsx file from the Beehive Workspace. Note that your Smart View queries
can be saved and reused, saving time if you are regularly investigating similar
account balance information. Go to the Monthly by Balance Type tab.
2. Smart View is connected to your Fusion environment. You can see this
configuration by navigating to Smart View > Options > Advanced > Shared
Connections URL and entering the url: https://xxxxx-
bi.oracledemos.com/workspace/SmartViewProviders (xxxxx = your training
environment).
3. In the Smart View menu, click on the Panel icon.
4. This will prompt you to log in. Login with your own username and password. After
entering your username and password, click on the Sign In button with your mouse.
Do not just hit the ‘Enter’ key on your keyboard.
5. In the window that opens, click on Shared Connections.
6. In the field with the dropdown, select Oracle Essbase.
7. Expand on Essbase_FA_Cluster.
8. Expand on XCC_MonthlyReporting cube.
9. Double-click on db.
10. Select Ad Hoc Analysis at the bottom of the window.
11. In the window that opens, select Reuse Sheet contents and POV.

12. You are now connected, and you may close the Shared Connections window
13. Using the Point of View (POV) window
This Point of View window allows you to select values for your data dimensions, so
you can pinpoint the information you want in your Excel analysis. This window can
be floating or docked at the top / side of the screen to suit you. Try it by grabbing the
title bar and dragging to move or dock the window.
a. Find the Department dimension in the Point of View (POV) window and click the
list of values arrow to select a new value.
Note: If you hover over the pull-down arrows beside each dimension, you will see
the dimension names.
From the list, click […] to open the Member Selection window. The Members
region shows all hierarchies (trees) and tree versions that have been created for
this dimension.
b. Click [+] to expand the parent value All Department Values. This displays a list
of all department values in your chart of accounts. Next, click [+] to expand the
hierarchy All Progress Department-V1. This displays the hierarchy with the
parent values and the child values that roll up to them.
Note: When a value appears in more than one tree version of the same
dimension, Smart View always uses the unique member path to identify each
value. For example, if parent department value 1010 appears in more than one
hierarchy, the name of the hierarchy precedes value 1010 to identify which
hierarchy it came from. This is important because parent department value 1010
may have different child department values rolling up to it in different hierarchies.
The value prefixed by the hierarchy name is referred to as the fully qualified
member name. The fully qualified member name is also used when the same
value is used in more than one dimension, for example if 99000 is a valid value
for both fund and account, it will be shown as fully-qualified member name
‘[Fund]@[99000]’ and ‘[Account]@[99000]’ to distinguish the two.

c. Select department 92300 by checking the box next to the value and click the
icon to move it across to the Selection region, and also click the icon to take
the existing value out of the Selection region, and then click OK to close the
window.
d. Click the Refresh button. The Smart View query will refresh the account
balances for the department that you selected. If you selected a parent value,
the amounts retrieved are the sum of accounts balances for its children.
e. Investigate some of the other dimensions available in the POV window.

Remember to click Refresh after changing any member values in order for the
changes to be reflected in the balances.
 Control Budget
The Control Budget dimension lets you select the control budget(s) for
which you want to view data. [In this exercise, if you select 2014 control
budgets, you also need to change the period to a period in 2014. If you
select 2015 control budgets, you need to change the period to a period in
2015.]
 Time
The Time dimension lets you select the period(s) in your budget calendar
for which you want to view data. [In this exercise, you can select periods in
2014 for 2014 control budgets, and periods in 2015 for 2015 control
budgets.]
 Amount Type
The Amount Type is set to Year to Date. Other options are Period-to-
Date, Quarter-to-Date, and Base. Base is the same as Period-to-Date.
 Balance Amount (in the column dimension of your spreadsheet)
The Balance Amount lets you select whether you want to see the Budget,
Commitment, Obligation, Actual, Funds Available, or other account
balances.
As demonstrated here, the Point of View window acts like a set of parameters to
refine the data in your spreadsheet. When you change values in the point of view,
they can be refreshed instantly against the latest data; you do not need to run any
batch process to load in new data.

14. Working within the spreadsheet
Revert the changes you made in the previous step by clicking the Undo button in the
Smart View menu (not the Undo button for Excel), or simply close the spreadsheet
without saving it, and then re-open it and log in again.
The POV is a convenient way of changing your view of the data, but you can also
place multiple dimensions within your Excel sheet in order to see multiple member
values at once in a report-style layout. Dimensions can be dragged-and-dropped
from the POV window onto the spreadsheet, and you can have multiple dimensions
in the rows or the columns.
The example spreadsheet shows the Account dimension in the rows, and the
Balance Amount dimension in the columns.
a. Drag the department dimension from the POV window over to the left-hand side
of your spreadsheet (over the top of one of the Account cells in Column A). When
you drop it into place, it will become a new row dimension.
Note: If your dimension lands in the wrong place, right-click-and-drag to move it

back to where you started and try again – it becomes easier with practice. You
also have an Undo button in the Smart View menu (when working in Smart View,
use this instead of the standard Undo function in Excel).
b. Parent values can be expanded within the spreadsheet to drill down and view the
account balances of the child values, or parent values can be collapsed. Either
use Zoom In from the Essbase menu or double-click on the ‘All Progress
Department – V1’ to expand to its child value, ‘T’. Double click on ‘T’ to further
expand. Then click on 11000– Information Systems and select Zoom Out from

the Essbase menu toolbar. See how it collapsed the child values back into the
parent value.
Note: Child values are expanded above their parent rather than below.
c. From the Smart View toolbar, click Options and select the Member Options tab.
Under the Zoom In grouping, you can specify how members of a hierarchy are
displayed; for example, you can control whether you zoom in by one level at a
time, expand all child levels, or zoom straight o the lowest level of the hierarchy.
Under the Data Options tab, you can control the suppression of data under the
Suppress Rows grouping. Check the box to suppress the No Data / Missing,
click OK to close the Options window, and refresh your spreadsheet. The
accounts with no balances (corresponding cells have #Missing) will be removed
from your analysis. (If this box was already checked, see what happens when
you uncheck it).
d. You can also pivot the data in the spreadsheet if you want to change the
orientation of your view. Drag the department dimension from the row axis and
drop it over the column axis by clicking on the first department value in cell A3,
right click to pick up the dimension, and drop it above cell C2.
e. You can also use the Essbase menu bar to pivot dimensions in the spreadsheet.
For example, click on cell B2 where it says ‘Budget Amount’. and use the
Essbase toolbar to pivot the Balance Amount dimension from the rows to the
columns using the button. The spreadsheet is now laid out with 3
dimensions – Balance Amount and Account in the rows, and Department in the
column of the report.
The selected dimension to be pivoted is always moved to the outermost

row/column of the opposite axis. This might not always be the most helpful place
for your analysis, so the dimensions can also be rearranged in the spreadsheet
by dragging and dropping.
To analyze the data by account first then balance amounts within each account,
right-click and drag the cell for Balance Amount from the left of the Account
column to the right of the Account column, and the spreadsheet’s layout will
change accordingly.

f. Dimensions can also be dragged back to the POV window if you would like to
remove them from the spreadsheet. Right-click and drag the cell with the first
Balance Amount listed and drop it back to the POV window. The Balance
Amount dimension is removed from the spreadsheet.
g. Double-click on the department value All Progress Department – V1 and also

on T in the column dimension to expand to its children.
h. Try using the Essbase toolbar to keep only data for departments 1010 and 1110
and remove the rest of the departments from the spreadsheet. Use CTRL + Click
to select the cells containing the labels 11000 and 12000. Click in the
Essbase toolbar and this will be the only accounting periods retained in the
spreadsheet. The function works in a similar way.
i. If you know the unique member name of a dimension member, you can type it
into the desired position, and Smart View will look up the data. Type ‘13000-
Finance’ into the cell to the right of ‘12000’. Hit the Enter key on your keyboard.
Click Refresh. The 13000 column should populate with data.
j. You can use Excel’s capabilities for calculations on the data in your spreadsheet
to calculate totals, averages, variances, etc. The recommended practice is to add
calculations after you have finalized your report layout, since adding a new
dimension to your Smart View report might mess up your calculations or cause
data in them to be lost. You can also use Excel formatting and conditional
formatting to change fonts, or the way cells display currencies, percentages, etc.
15. Refreshing the query to see real-time balance information
Having the flexibility to manipulate your balances in Excel without the need to import
and export the data is a key feature of Smart View.
One additional problem with traditional import/export to Excel is that data can
become “stale” – your analysis would be based on out-of-date information as new
journals are posted and balances change. Smart View has a Refresh button on the

POV window and on the Essbase toolbar which will instantly update your data with
the most current balances stored in the system, so you can reuse your query time
and again, knowing that it is always based on accurate account balances.
16. Drilldown to transactions
You can drill down on an account balance in Smart View directly into Fusion Budget
Balances page to view the budget transactions that make up the account balance.
Click on a cell in the spreadsheet with an account balance. Select the Drill
Through icon on the Essbase toolbar to drill into the Budget Balances page.
Create new Smart View query:
1. To create a new query, open a blank spreadsheet, and click on the Panel icon in the
Smart View menu.
2. Select Shared Connections to open the Shared Connections window.
3. In the dropdown list, select Oracle Essbase. Expand on Essbase_FA_Cluster,

XCC_MonthlyReporting, and db.
4. Double click on db and more options appear at the bottom of the window.
5. Select Ad Hoc Analysis.
6. Dimensions appear on the spreadsheet, and click on POV to get the POV window.
7. Select your advisory control budget in the control budget dimension, and select
values for the other dimensions to view the accounts that have budgetary control
balances in this control budget. Save your spreadsheet.
8. Do the same for your absolute control budget on a separate spreadsheet. Notice
the absolute control budget stores data for the natural account dimension at the
parent value level. Save your spreadsheet.
Financial Reporting Center

The Financial Reporting Center within Fusion General Ledger provides immediate
access to financial reports without requiring batch jobs. The flexibility in defining these
reports include drag-and-drop capabilities, snapshot reporting, standard output types
such as PDF, HTML, and spreadsheets and drill-down access.

 Immediate, integrated access to financial and management reports without the

need for concurrent programs or batch jobs.
 Runtime prompts and expansions for instant access to current, relevant data at
any level in your accounting hierarchy.
 Group and distribute reports to end users in Books, such as multiple reports for
the same cost center, or the same report run for multiple cost centers.
 Drag and drop object-based report creation with advanced formatting and
formulas for high-quality multi-dimensional
 Wide variety of report output formats: HTML, PDF, Excel-Query Ready (i.e.
Smart View ready), Excel formatted.
 Drill to underlying transactions in General Ledger.
Financial Reporting – Access Live Reports
The following exercise guides you through the process for using Fusion Financial
Reporting to deliver financial and management reports to GL users. This introductory
flow will show you some existing financial reports and books that have been defined,
and highlight the features that differentiate Fusion Financial Reporting, such as
 Immediate, integrated access to financial and management reports without the

need for concurrent programs or batch jobs
 Runtime prompts and expansions for instant access to current, relevant data at
any level in your accounting hierarchy.
2. Navigate to Navigator>General Accounting>Financial Reporting Center. In the

Financial Reports region, select each link as follows: ‘Shared
FoldersFinancialsBudgetary Control Financial Reports.
This page presents the user with a list of all the Reports and Books that are
available to them.
The first tab shows the ‘Live’ online reports – these are interactive reports with a
Point of View that are run against real time data.
The second tab shows snapshot reports which have been published (from a
previously scheduled Financial Report Batch) for a particular point in time and
cannot be changed.
Reports and Books can be published directly in four different ways

 HTML
 PDF
 Fully formatted in Excel
 Query ready in Excel
3. Click on the “Year on Year Comparison” report, selecting the link or the icon for
View in HTML
4. The report is displayed in your browser window. Remember you can collapse the
Task Area pane to the left of the screen if you more space on screen for your
working pane. If you do not see any data in the report, please check that the data
access set is set to Progress US Primary Ledger (upper left corner of screen), and
set the Accounting Period to Dec-15 and the Amount Type to YTD.
Across the top of the report pane, you will see a grey band. This is the User Point of
View (POV) for your report (which tracks last used value per user for each
‘dimension’).
If you need to change a value for the User POV, select the tab for that dimension
(i.e. AccountingPeriod, Department, etc). The member selector will pop up. Proceed
to navigate the tree to find the appropriate value.
A user viewing the report can change the member value for any of the dimensions
on the User POV, so they can customize the report data to fit their needs.
The User POV dimensions are links, and if you click on them you will pop open the
Member Selection window so you can refine the data that appears on the report.
Then, this User POV is tracked for each user and every dimension, and always

shows the last selected value the next time you run any report (not just this current
report) where that dimension is contained in the User POV. This provides
efficiencies because for some users they will always run reports for a particular
Company parent or Cost Center parent.
There is also a concept known as the Grid Point of View (POV), which is not shown
in this report. This works like the User POV, except that the Grid Point of View locks
the initial value for that report every time you run the report (based on report
definition). Grid Point of View allows you to update the value for the current report
similar to User POV, but it will not update the last member selected in the User POV
settings.
Note: In Financial Reporting terminology, dimensions are each of the segments of

your chart of accounts plus other accounting elements such as control budget,
accounting period, balance amount. Members are the values within each dimension.
NOTE: A dimension can only exist in one place on a report either row, column, page,
User POV or Grid POV. Therefore, for a particular report, the User POV represents
every dimension that is not in the row, column and page (and Grid POV).
7. Click on the User POV for Accounting Period. Currently the Accounting Period for
the report is Dec-15. The member selection window will pop up, use it to change the
User POV to Sep-15 (it is in Qtr1-2015) and click OK.
The report will be redisplayed on your screen using the new point of view. You will
see that the report displays data both for Sep-15 and also for Sep-14. When you
change the User POV, all report values that are based on that User POV will change
accordingly.
 Please be aware that when you pop open the Member Selection window for the
Point of View, you should click either OK or Cancel to close it (do not select the 
button for the window).
8. For this report, the Fund dimension is defined at the ‘Page’ level. Therefore, you
can move to each page by using the pull down menu at the top of the report layout
to see a new page for a new company segment.
Use the pull down menu to view the Income Statement report for Fund 1001. [The
training environment only has data for Fund 1001 currently.]
9. Note the small grey arrows beside your account segment values, indicating that
these are parent values that can be expanded. Parent or child account balance
totals can be shown instantly at any level of the hierarchy.
Click on the arrow beside 53000-Purchased Professional and Technical

Services. You will see this account’s direct children appear below it. Since the child
accounts do not have an arrow beside them, they are at the lowest level of the
hierarchy and cannot be expanded further. Account balance totals are calculated at

every level of your hierarchy, so you can expand and contract these values and see
the balances at any chosen level within your account structure.
Expansions are within the financial report itself. This is different than Drill Through to
the budgetary control cube and underlying transactions.
11. If you scroll to the bottom of this report, you will see that it also has an embedded
graph. As you change the Point of View for the report, the graph will also change. If
you change the accounting period for the report, you will see that the graph updates
to reflect the new values in the report. The graph also changes to reflect expansions
of your data in the report.
12. Next you will drill through to the budgetary control cube and underlying transactions.
Drill through is available when you see the link on numeric amounts. If the report is
defined with drill through, then all balances on the report are drillable to Fusion
Detail Balances page.
 Expand on the account 53000-Purchased Professional and Technical

Services.
 Drill through on the line for “53300-Other Professional”, by clicking on

the numeric amount link under the Sep-15, Budget column. Select Detail
Balances option.
In the page that opens, select the row for department 11210 for the period Sep-
15 and click on the Obligation amount. In the next screen, click on the row with
the Purchase Order number 701354 to display the purchase order.
13. Go back to the Financial Reporting Center browser tab. Now select the “Balances
by Department” report and select the icon to view this report in HTML.
Note the User POV values default from the last setting on the previous report.
In the User POV, you can change the budget period back to Dec-15 to see the data
in the report change dynamically. Also select FY15 Monthly Reporting for the
control budget.
14. Once you have had the chance to look at this report, click Done to return to the
Financial Reporting Center page. Try opening a report by clicking on the Excel icon.
Open some of the other reports that may be of interest to you.

Financial Reporting – Access Snapshot Reports

1. Within the Financial Reporting Center page, the second tab shows Published
Snapshot Reports and Books.
2. Select either the Dep-14 or Dec-15 folder and view the reports in these folders.
These are reports that have been run from a Scheduled Batch at a fixed point in time
so they cannot be changed, and are not re-run against live data each time they are
opened.
The reports are static and include balance information from the time they were
generated. Note that when the report runs you do not see the Point of View. All the
report data is fixed so there are no expansions or drilldowns.

OTBI – Budgetary Control Transactions Subject Area

Oracle Transactional Business Intelligence – OTBI - exposes a view on top of data
structures using the Oracle Business Intelligence server. Business information views
are provided so that users can query data without information technology or business
analyst support.
 Real time ad hoc analysis of transactional data without need for IT resources.
 User-controlled content – add/delete transaction attributes (columns), filter data,
add totals and subtotals, define formulas – variances, add columns, subtract
columns, etc.
 User-controlled format – sort, re-order columns, conditional formatting of values.
 Reports can be exported to Excel, PDF, PPT, CSV, SML, MHT, or tab delimited
formats.
Notes:
 The Budgetary Control Transaction subject area is used to query budgetary

control transactions, not balances.
 You can view concatenated segments for the control budget structure for the
transactions.
 The ability to map the Budgetary Flexfield segments to the RPD is available in
Release 10.

2. Navigate to Navigator>Tools>Reports and Analytics.
3. Click on Shared Folders>Financials>Budgetary Control Financial Reports.
4. In this folder, there are two pre-defined ad hoc queries using the Budgetary Control
Transactions subject area: “Control Budget Account Balance and Transaction
Detail Report” and “Control Budget Listing”. Review the ad hoc queries to
understand the type of information you can query in OTBI. Click on the report
name and click View.
5. Click on the arrows at the bottom of the report to see more rows. You can also try
to export it to other formats by clicking on Export.

Lesson 30: Control Budget – Change Status

In this lesson you will observe the difference between PTD and YTD balances during
reporting. But since your advisory control budget is currently only defined for a single
period, we need to extend the control budget “To Period”, enter budget data into the
new period, and enter transactions against the new period.
2. Navigate to the definition of your advisory control budget.
3. Before you can change the To Period of your control budget, you must change the
status of the control budget. First change the status of the control budget to
Closed by selecting Action>Close. Then change the status of the control budget
to Redefine by selecting Action>Redefine. This will enable the To Period field to
be updated.
4. Change the To Period to the next period (i.e. if the original period was Jan-15,
update the period to Feb-15).
5. Change the status of the control budget back to In Use by selecting
Action>Prepare for Use.
6. Using the ADFdi spreadsheet, upload the following budget amounts into the new
period.
Fund Dept Acct Amount for new period
7. Change the status of the new budget period from Available for budgeting to
Open.
8. Enter a GL encumbrance journal with the following values:
Field Value
Journal Batch
XX Encumbrance Journal PTD Reporting (XX = your
and Journal
Name initials)

Balance Type Encumbrace

Period The new period for your control budget
Category Adjustment
Journal Line 1
Amount 200 Debit
Journal Line 2
Account 1001-0000-00000-31130-0000-0000-00000000
Amount 200 Credit
9. Save and post the journal.

10. Open the Smart View query against your advisory control budget that you saved
previously. Query the balance for account 1001-0000-your dept-55400-0000-
0000-00000000. Notice that when you select PTD balance, the funds available
balance for this account is -100. When you select YTD balance, the funds available
balance is positive because it adds together the balances for both periods.
11. Open the Smart View query against your absolute control budget that you saved
previously. (Hint: connect to XCC_MonthlyReporting_2 cube.) Notice it only keeps
track of balances on an annual basis. Refresh the spreadsheet to view the updated
balance for the year.

Lesson 31: Encumbrance Carry Forward (Skip)

1. Login: harold.wilson/assigned password.
2. Navigate to Navigator> General Accounting>Budgetary Control.
3. Select the task Encumbrance Year End Carry Forward.
4. Click on the rule Progress Carry Forward Rule.
5. Click on the Account Filter to review the conditions of the rule.
6. Click on the Cancel button to return to the main rule page.
7. Click on the Generate button. Enter the parameters as follows. Note we are
running the process in Preview mode.
8. Click the Submit button.

9. Navigate to Navigator>Scheduled Processes to view the output file which
includes a report of the encumbrance balances that would be carried forward.

10. We will not be running the process in non-preview mode in this course, but note
that you must close the last budget period of the old fiscal year before you can run
the process in non-preview mode.

0 Appendix I – Instructor Notes
Appendix I – Instructor Notes

Setup to be performed by instructor prior to course beginning:
1. Instructors need to clear out the To Date from the BCEA Role Mapping in Lesson 2
before the course begins (or select one student to perform this setup at the
beginning of the class for each training environment).
2. Instructors need to assign department values to each student as described in
Lesson 2. If you have multiple environments, then multiple students can have the
same department value if they are each using a different environment.
Following are known issues in the GSE environments and solutions:

1. In Lesson 2, if students create users in Manage Users UI and do not see them in
OIM, verify that SOA servers are up and running ( Ticket 610943 - fap1344 -
Created user in manage user UI; cannot find in OIM).
2. If all students on the same environment do not complete lessons 10 and 11 at the
same time, when other students begin entering requisitions in lesson 12, they will
encounter funds check errors caused by students who are still working on lessons
10 and 11. Instructors should do the following when this occurs:
a. In the View Budgetary Control Results window of a requisition that failed
funds check, look at the rows where funds check failed to identify the control
budget name(s).
b. For the control budgets that are causing errors, very the control budget is
defined with the correct From/To periods and the correct supplementary
rules (i.e. correct department, account, threshold values; do not select
business unit in supplementary rules). Also verify the budget period is open
and budget data is loaded for the control budget to the correct accounts.
3. If requisitions and purchase orders are stuck in pending approval state, verify that
the SOA servers are up and running.

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Oracle ERP Cloud Release 10:

Budgetary Control and

Complete and Integrated Solution

Stay Informed and In Control

Copyright © 2014, Oracle and/or its affiliates. All rights reserved. 1

Improve Insight and Make Better Decisions

Implementation Training Guide

Please also refer to Implementation Guide located here:

2 Copyright © 2014, Oracle and/or its affiliates. All rights reserved.

Lesson 2: Users and Roles

Product Family Job Role

Copyright © 2014, Oracle and/or its affiliates. All rights reserved. 3

Product URL to Security Reference Manual

Budget Manager Role

 Beginning in Fusion Release 9, there is a Budget Manager role.

Perform the following tasks:

1. Login: fin_impl. Use the password provided by instructor.

4 Copyright © 2014, Oracle and/or its affiliates. All rights reserved.

Product Family Job Role

Copyright © 2014, Oracle and/or its affiliates. All rights reserved. 5

5. Clear out the To Date.

6. Save and Close.

1. Login: fin_impl. Use the password provided by instructor.

2. Navigator -> Manager Resources > Manage Users OR

3. Select the Create Icon.

5. Select Employee for the Person Type field.

6. Select Progress US Legal Entity for the Legal Employer field.

7. Select Progress US Business Unit for the Business Unit field.

9. Select Operations Prg US for the Department field.

10. Select Contract Administrator for Resource Role field.

11. Select Progress US Business Unit for the Organization field.

13. Click Save and Close.

6 Copyright © 2014, Oracle and/or its affiliates. All rights reserved.

1. While logged in as fin_impl, select Navigator> Tools > Setup and

Copyright © 2014, Oracle and/or its affiliates. All rights reserved. 7

Assign Default Expense Account to Users (performed by instructor)

8 Copyright © 2014, Oracle and/or its affiliates. All rights reserved.

Perform the following tasks:

1. Login: hcm_impl. Use the password provided by instructor.

2. Navigator -> Workforce Management>Person Management

3. Search for your user name and select your record.

4. Select Manage Employment task. Click Edit>Correct. In the window that

Copyright © 2014, Oracle and/or its affiliates. All rights reserved. 9

5. In the Expenses Information section, enter 1001-0000-XXXXX-55540-0000-

10 Copyright © 2014, Oracle and/or its affiliates. All rights reserved.

Lesson 3: Enterprise Structures

Perform the following tasks:

1. Login: Your own username and password.

Perform the following tasks:

Copyright © 2014, Oracle and/or its affiliates. All rights reserved. 11

Perform the following tasks:

Perform the following tasks:

12 Copyright © 2014, Oracle and/or its affiliates. All rights reserved.

Perform the following tasks:

Review Account Hierarchies

Copyright © 2014, Oracle and/or its affiliates. All rights reserved. 13

Review Tree Labels

Assign Tree Labels to Account Hierarchy

14 Copyright © 2014, Oracle and/or its affiliates. All rights reserved.

Lesson 4: Budgetary Control Folder in Setup Manager