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Income statement and balance sheet accounts
#1
Hi

My client have mixed up the income statement and balance sheet account setup now,the amount/transactions has gone to the wrong accounts,how can we fix this,what are the implications if we simply change the account codes

Thanks
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#2
How To Correct Misclassified Accounts in General Ledger in 11i [ID 1050920.6]
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#3
(01-28-2013, 11:54 PM)Sehowat Wrote: Hi

My client have mixed up the income statement and balance sheet account setup now,the amount/transactions has gone to the wrong accounts,how can we fix this,what are the implications if we simply change the account codes

Thanks

How To Correct Misclassified Accounts in General Ledger in 11i [ID 1050920.6]
Modified 03-JUN-2011 Type PROBLEM Status PUBLISHED
Last Updated 25-June-2009

This Note is applicable to all versions from 10.7 up to 11i.
For the same issue in R12 please refer to Note.872162.1 How To Correct Misclassified Accounts in General Ledger R12.



SYMPTOMS
========
In Budgets
-----------
You are unlikely to see the Simple form appear in many circumstances but you will find that
budget uploads become debit Or Credits depending on whether they are account type Expense, Asset
or owners equity for Dr's or Revenue and Liability for Credits.
Note 357956.1 'Misclassified Accounts Caused Budget Amounts to be Loaded Incorrectly' to help
identify budgets loaded the wrong way round because of misclassifications

Standard Reports
-----------------
In standard reports like the Trial balance or account analysis in the first period of the new
year you find that the Opening balance is zero instead of matching the previous years closing
balance. Running the period end diagnostic Note 222628.1 shows that there are no apparent errors.
On further investigation you notice that either the retained earnings is inflated by the amount
or that the account has rolled into the new year when you did not expect it.

FSG Reports
------------

The Balance sheet account start at zeros in the new year end because the balance as at the last
period of the year is rolled over to Retained earnings at year end.

Create Account Combination Form
--------------------------------

In Setup > Account > Combinations you can see the wrong account type defaults in when you enter
a code combination in the form GLXACCMB - Create Account Combinations

DETECTING MISCLASSIFIED ACCOUNTS
--------------------------------
Detection of misclassified accounts depends on a change being made to the account segment value
after code combinations have been generated causing the account type of one to vary from the
acount type of the other. If you have not yet changed teh account type on the account value the
fact that the code combination is of the wrong account type will not show up with any of these
methods. Then it is a case of spotting that the code combination is not behaving properly (see
symptoms)

To detect misclassified accounts in 11.5.4 and higher use Note 279061.1
Diagnostic test Oracle General Ledger (GL): Misclassified Accounts Activity
For earlier versions use Note 259210.1 How to Identify Account Code Combinations Having An
Account_type Different From Account to help identify misclassified accounts.

IMPORTANT NOTE
==============
This article is a technical description of how to correct misclassified accounts. It is envisaged
that the misclassification will be discovered shortly after year end and that accounts have not
yet been published. For the complex type problem if accounts have been published or the problem
goes back over several years then consideration must be given to whether the amounts are
material. You may need advice from your accountants and auditors in that case as for material
amounts it would be normal to report this as a prior year adjustment in the income statement.

IMPACT OF NOT RESOLVING MISCLASSIFIED ACCOUNT
=============================================
The first year where there is a misclassified code combination there is no impact. In the First
period of the second year the balance will roll forward incorrectly. It will either remain as the
bought forward balance for Owners equity, Asset or Liability account or it will be rolled forward
as part of the retained earnings balance for the new year. As yet the reports at year end will
still be correct because the accounts are reported according to where they appear in the chart
of accounts not by the account type.

In the first period of the second year the Year To Date (YTD) figures reported for the account
will be incorrect in monthly management reports. For Income statement accounts this means that
the expenditure or income against budget will be overstated or in the balance sheet the asset or
liability will be understated the difference being in retained earning.

In the last period of the second year the published accounts will have incorrectly stated the
retained earnings. This will be higher or lower depending on the type of account and whether its
a debit or credit. This time although the code combination will still appear in the right part of
the accounts the value will be under or over stated. Income statement accounts classified as
balance sheet will be showing last years balance included in this year while balance sheet accounts will be understated by last years year end balance.

In the third years opening balance you will have two years of miscalculation. If you have gone
past the second years reporting and published the accounts without fixing the code combination
the accounts will contain errors. If you think these errors are material in size the accounting
treatment of this error must be discussed with your accountants or auditors to satisfy the rules
governing the publication of company financial statements. If the misclass is to an income
statement account type the difference will be between the retained earnings and the balance sheet
ie an asset or liability is understated the difference going to retained earning which is in
Owners Equity. For a balance sheet account type the difference is that the revenue or expense
will be overstated.

Technically not fixing all the years that the code combination existed would only be a problem if
you had to later do a fix to the same account combination and that fix corrected all the
balances for previous years. This might lead you to think the problem had been incorrectly
resolved. While fixing each individual year may mislead your accountants into thinking the size of the change does not warrant a note but the final accounts may show a big jump in opening balance or retained earnings with no explanation.
Finally translation of some account types looks back at all transactions since the code combination was raised so it may be affected by changes.

SOLUTION DESCRIPTION
--------------------
For the simple situations where the account type is within the same group then go to the sql
solutions in the appendix. You do not need to make any journal adjustmments for the case where
you are changing an expense to a revenue or revenue to expense or asset to liability or asset to
owners equity or liability to asset or liablity to owners equity or owners equity to liability or
owners equity to asset.

For complex situations you will need to clear the balance from the previous year then re-enter it
once the correction is done. If more than one year is involved you need to consider whether the
amounts are material and need to be reported in the year end report otherwise this process will
suffice.

This is a 4 step process:

1. Identify all the code combinations that are misclassified
2. Zeroise the balances in the code combinations with the problem as at the end of last year in
all currencies and all sets of books that share the chart of accounts. If you dont do it in the end
of last year it wont affect this years balances.
3. Ask the DBA to run the script that corrects the problem code combinations.
4. Reverse the Journals that zeroised the balances in step 2 to bring them back into the accounts
for this year

EXAMPLE 1
=========
Changing P&L to balance sheet.
In 2007 the account 01.5000.1000 is setup as an expense account. Its location in the accounts
hierachy means its reported as an asset in the financial statement. At year end there is
$20,000.00 in this account. This amount is passed to retained earnings 01.8900.1000 in the first
period of the year 2008.

Account Dec-07 Jan-08
dr Cr Dr Cr
01.5000.1000 20000 0
01.8900.1000 R/E 0 20000

In 2008 a dr of 30000 is journaled to this account if its not corrected the position relating to
this account in the first period 2009 is

Account Dec-08 YTD Jan -09 YTD
dr Cr Dr Cr
01.5000.1000 30000 0
01.8900.1000 R/E 20000 50000

so if you only adjust the last years accounts the balance sheet accounts opening balance is
incorrect by 20000, we need to adjust both years. The fix would be
step 1 journal to zero both year ends. That is open Dec 2007 and Dec 2008 and zero both accounts
to another balance sheet account say suspense 01.2999.1000
2007

Account Dec-07 Jan-08
dr Cr Dr Cr
01.5000.1000 20000 20000 0 0
01.8900.1000 R/E 0 20000 20000
01.2999.1000 Sus 20000 20000

In 2008 raise a journal for the contra 30000
Account Dec-08 YTD Jan -09 YTD
dr Cr Dr Cr
01.5000.1000 50000 50000 0
01.8900.1000 R/E 50000 50000 50000 50000
01.2999.1000 Sus 50000 0 50000

Now if we correct the code combination step 2 and reverse the correcting journal in both years we
would have:

2007

Account Dec-07 Jan-08
Dr Cr Dr Cr
01.5000.1000 40000 20000 20000
01.8900.1000 R/E 20000 20000 20000 20000
01.2999.1000 Sus 20000 20000 0

In 2008
Account Dec-08 YTD Jan -09 YTD
dr Cr Dr Cr
01.5000.1000 100000 50000 50000
01.8900.1000 R/E 50000 50000 50000 50000
01.2999.1000 Sus 50000 50000 50000 50000

Note the retained earnings account is netting to zero but the correction will remain on it.
This would look better if we had reversed the adjustment using change signs

Account Dec-07 Jan-08
dr Cr Dr Cr
01.5000.1000 20000 0 20000
01.8900.1000 R/E 20000 20000 20000 20000
01.2999.1000 Sus 0 0 0 0

In 2008
Account Dec-08 YTD Jan -09 YTD
dr Cr Dr Cr
01.5000.1000 50000 0 50000
01.8900.1000 R/E 50000 50000 50000 50000
01.2999.1000 Sus 50000 50000 50000 50000

Because we adjusted both years the opening balance of both years is correct. We could have
achieved the same roll forward by doing a journal for Dec 2008 as above and in the last step when
the account combination had been corrected we could journal 20k from the retained earnings to the
account 01.5000.1000

EXAMPLE 2
----------
If the problem account is P&L
In 2007 the account 01.1000.1000 is setup as an expense account. Its location in the accounts
means its reported as an expense in the financial statement. At year end there is $100.00 in
this account. This amount is rolled forward to 2008 not to retained earnings 01.8900.1000 in the
first period of the year 2008.

The existing situation is:
Year End Balance '2009'
01.1000.1000 |100 Dr

Opening Balances '2010'
01.1000.1000 |0
01.8900.1000 (R/E) |100 Dr

As the account is BS it should be:

Year End Balance '2009'
01.1000.1000 |100 Dr

Opening Balances '2010'
01.1000.1000 |100 Dr
01.8900.1000 (R/E) |0


If the account is not zero'd before the Account Type is changed the Accounting Entries remain as is
that is

Year End Balance '2009'
01.1000.1000 |100 Dr

Opening Balances '2010'
01.1000.1000 |0
01.8900.1000 (R/E) |100 Dr

Zero'ing the account prior to make the Account Type Change gives

Year End Balance '2009'
01.1000.1000 |100 Dr
Journal |-100 Dr
New Balance |0

Opening Balances '2010'
01.1000.1000 |0
01.8900.1000 (R/E) |100 Dr
Effect of zero'ing journal |-100Dr
New Balance |0

The DBA Changes the Account Type using sql and commits and the user logs in again to get the changes:

Users Reverses the Journal :
Year End Balance '2009'
01.1000.1000 |0
Reverse Journal |100 Dr
New Balance |100 Dr

Opening Balances '2010':
01.1000.1000 |0
New Balance |100 Dr
01.8900.1000 (R/E) |0
New Balance (R/E) |0

You can see in this illustration it only affects the last year end. This is because the amount
was reported in the correct place and the adjustment is for what had been a balance sheet account
so the last YTD holds all the values from prior years.

Note 1: If multiple books share a Chart of Accounts you will need to make sure that all affected

accounts in all books are zeroised.
select name Bookname, chart_of_accounts_id from gl_sets_of_books
where chart_of_accounts_id in (Select chart_of_accounts_id
from gl_sets_of_books where name= '&bookname');

When there are consolidation or MRC books and the books share the same value set for the
accounts segment then check that the code combinations associated with that account value are
correct. If changing the value then the appropriate journals should be raised in both sets of
books and the accounts zeroised before changing the account type.

Note 2: You may have a situation where the code combination have been corrected
but not the balances. In that case you may be asked to reset the code
combinations to the original incorrect setting before zeroising the accounts.
Note.1087641.1 - Finding Incorrectly Corrected Misclassified Accounts 11i shows where the correcting journal entry wasn't made prior to correction.

Note 3. If the misclassification has not crossed fiscal years, you only need to
complete steps 8 and 9.


Note 4. This article contains the steps Oracle General Ledger users must complete in
order to change the account type of a mis-classified account. You need to
complete all steps if the mis-classification has existed before the current financial year.

Note 5. If you are using Average Daily Balances, and have a misclassified account type, and the
account type is misclassified to be an income statement instead of a balance sheet, or a balance
sheet instead of an income statement, then you need to reverse all journals in all periods that
have been posted to that account.

Once you have posted these reversals, you can then fix the account type, reverse the reversals,
and post them. see Note.150687.1 How to Correct Misclassified Account Types if Using Average Daily Balances


Note 7. In 11i and R12 the Account type attribute is not inherited from the Value to the

Combinations when you run GLNSVI - Program - Inherit Segment Value Attributes.

Note 8. If the misclassification only affects summary templates then you should
drop and recreate the summary template after step 8 instead of journaling the
affected accounts.
In 11i summary template combinations always have a type of Owners Equity.
Since the summary template is updated by the detail level combinations only and
a summary combination could have several account types rollup into it then
it is not possible to give an accurate type.
The journaling of the detail accounts will fix the summary accounts. If for
some reason the summary accounts are wrong but the detail is correct the only
fix is dropping and recreating the summary account.




SOLUTION
=========

1. Reopen the last period of your prior fiscal year, if it is closed using the
open close period form. If the account was not active before the beginning of this year
skip to step 8.

2. Sometimes the problem code combination is fixed before you discover the unbalanced
account. Ensure the account type is still misclassified because you need to make
a correction journal while the combination and segment value are the same as it
was when the original journals were raised.
To find the account type in use on the segment:
Navigation: Setup > financial > flexfields > Key > values.

Application: Select 'Oracle General Ledger' from the list of values
(LOV).

Title: Select 'Accounting Flexfield' from the LOV
Structure: Select the applicable chart of accounts for your set of books from the LOV
Segment: Select your natural account segment from the LOV
Query back the bad account use the qualifier tab and check the account type.


3. If you didnt run the diagnostic to check which code combinations are misclassified follow
this step to do it manually.

a. Check all the code combinations with this account value to see if they
match the segment value account type.
Navigate >Setup> Account> Combinations Query on the account segment value with the rogue
account type value.

b. Find out what the account type is for each one
Make a note or screen shot these so you can see what values are
currently against them.

c. Obtain balances as of the last period of the previous fiscal year
by running an accounting report (General Ledger, Trial Balance,
Account Analysis) or view the balance online by using the Account
Inquiry form. Make sure you check all currencies.



In order to correct the balances over the year end this must remain
Incorrect until steps 3-6 are complete.

Note: If you use Multiple Reporting Currency (MRC) then you must
check the reporting book as well.

4. Use the account inquiry screen or the account analysis report to find what
the balances were in the last period of the previous year(s). Where there is no balance at
the end of last year skip to step 8.

If multiple years are involved its a business decision on how you would handle this. For changing
an existing code combination with a Revenue or Expense account type it may be necessary to
correct many prior years so that amounts originally passed to retained earnings can form the YTD
opening balance of the current year otherwise the YTD balance would be inaccurate.
The assumption here is that you would have discovered the issue in the first year.

5. Create a journal entry that brings the misclassified account combinations
balances to zero for the last period of your prior fiscal year for every currency.

The contra entry should go to a temporary account such as Suspense but not to retained
earnings or another account with the same account value as the one being fixed.
(you will reverse this batch in a later step to re-post the balances).
eg.
01.100.5555.00 is misclassified because account 5555 is expense
instead of asset. This is causing the opening balance of 01.100.5555.00
to be zero (the amount has been passed to the retained earnings account.

99.100.9999.00 is a clearing account with the currect classification
(any account type as long as its right).

At the end of the year there is an amount of 110.00 GBP (base currency)
To clear this the appropriate journal raised in the last period is:
Dr 99.100.9999.00 110.00 GBP
Cr 01.100.5555.00 110.00 GBP


Note: If you have multiple currencies in the account balance,
create journal entries to zero out entries in your functional
currency and to zero out entries for each foreign currency.
You would set the profile 'Journals: Allow Multiple Exchange Rates'
to Yes and enter the entered amount and accounted amount such
that it clears the account.

Note: If you use Multiple Reporting Currency (MRC) then you must
check that the journal generated in the reporting book will zeroize
the reporting book. If not generate a journal in the reporting book to cope with the
rounding differences.

6. Post the journal entry. For MRC users this must include the Reporting
Book Journals. Then run a summary Trial Balance for this account to
ensure the closing balance is zero.

7. Verify the misclassifed account's balance is zero by running an
accounting report (General Ledger, Trial Balance, Account Analysis)
or view the balance online by using the Account Inquiry form.


8. Correct the account type of the misclassified account as follows:

Responsibility = General Ledger Super User GUI
GUI Navigation = Setup/Financials/Flexfields/Key/Segments
GUI Short Form = FNDFFMIS (Key Flexfield Segments)

a. Navigate to the Key Flexfield Segments form.

b. Oracle General Ledger prevents you from changing the account
type unless you first unfreeze all Accounting Flexfield structures
that reference your account segment. see Note 1015950.6

-- Uncheck the Freeze Flexfield Definition check box.

-- Repeat steps a and b for each accounting flexfield structure
which references your misclassified account type.

c. Navigate to Setup/Financials/Flexfields/Key/Values.

Application: Select 'Oracle General Ledger' from the list of values
(LOV).

Title: Select 'Accounting Flexfield' from the LOV
Structure: Select the applicable set of books from the LOV
Segment: Select your natural account segment from the LOV

-- Enter your account value and click on the [Find] button.

-- With your cursor on the value, tab over to the 'Qualifier'
column. This will bring up the Qualifier window and you
will see for example:

- Allow Budgeting Yes
- Allow Posting Yes
- Account Type Expense

-- In the 'Account Type' field, select Asset, Liability,
Ownership/Stock or Revenue from LOV.

-- Save your changes before exiting the form.

d. Navigate back to the Key Flexfield Segment form, refreeze
your accounting structure(s) and click on the [Compile] button.

9. You must ask your Database or System Administrator to
correct the account type of all accounts referencing the misclassified
account by correcting the ACCOUNT_TYPE column in the GL_CODE_COMBINATIONS
table using SQL*Plus an example script is shown below (appendix A) and
appendix B.

If you attempt to correct it on the code combination screen you will
receive the message 'FRM-40200 Field Protected Against Update'.


10. Restore the misclassified account balance by reversing the journal entry
you posted to the last period of your prior fiscal year (Step 6).
Reverse the journal entry into the same period in which it was
originally posted and use change signs method, this will ensure your
YTD balance remains unchanged. Posting rolls the balances forward
correctly to the next fiscal year and updates retained earnings accordingly.

11. Post the reversing journal entry. If you are using MRC make sure the
reversal is posted in the Reporting Books.

12. If in your close process you normally run 'Create Income Statement Journals' or 'Create Balance Sheet Closing Journals' then these will now be incorrect so you may need to take steps to correct them. The decision whether or not to do this is an accounting decision so you may need to discuss with your auditors if the Journal results have been published.

Should you need to make adjustments after the income statement closing journals or Create Balance Sheet Closing Journals are posted, reverse and post the original closing entries, make your adjustments, then rerun the closing process to capture the new adjustments.

If the 'Create Balance Sheet Closing Journals' have already been reversed in the following year you may need to reverse the reversed journal. Change the period to the last period of the previous year post it and reverse it again in that period to get the balances back to their original state. At that point you can run 'Create Balance Sheet Closing Journal' again to get the correct journal and if need be reverse that in the following year as per your normal procedure.

From Oracle® General Ledger User’s Guide Release 11i Part No. B12270-03

Page 1-159 for Income statement and 1-162 for Balance Sheet

13. Review the corrected account balance by running an accounting report
such as a Trial Balance or view the balance online by using the
Account Inquiry form.


REFERENCES
----------
Oracle General Ledger Applications Release 10.7, Technical Reference Manual
Update, part number A47829-1, pages 8-134 through 8-135.

Oracle General Ledger Release 10SC, User's Guide, part number A21643-7,
pages 5-73 through 5-74.

Oracle General Ledger User Guide Release 11 part A58472-01 6-138
Oracle General Ledger User Guide Release 11i part A82849-01 10-17

APPENDIX A
==========

This script is for situations where only a few values are affected but many combinations.
It should be used in its entirety. Copy and paste it into a text file
called comb.sql and ftp or copy it to the server you are running the sql from
and run it there. This is for versions up to 11i only.


REM Changing account types script by Simon Goddard 02-APRIL-2002
PROMPT To run this sql you will need to know the name of your Set of Books
PROMPT the name of the 'Natural account segment'
PROMPT and the Account Type you are changing from and to.
PROMPT WARNING: make sure your finance department have taken the initial steps 1- 7
PROMPT to correct the Misclassified Accounts for all sets of books according to the manual
PROMPT or the note 1050920.6.

select set_of_books_id books_id, name books_name, chart_of_accounts_id chart_id
from gl_sets_of_books;

PROMPT select the chart_id of the set of books you need to change from
PROMPT results above. Ensure journals have been posted for all sets of books affected.
ACCEPT chart_id number PROMPT 'Chart_id: '

select application_column_name segment_num, segment_name
from fnd_id_flex_segments_vl
where id_flex_num=&&chart_id
and (ID_FLEX_CODE='GL#')
and (APPLICATION_ID=101);

PROMPT This gives the column names for all segments.
PROMPT Enter the Account segment from segment_num above as SEGMENT#
ACCEPT segment_num Char PROMPT 'SEGMENT#: '

select code_combination_id ccid, account_type
from gl_code_combinations
where &&segment_num = '&&acct_value'
and chart_of_accounts_id = &&chart_id;

PROMPT This gives a list of what the account type is currently set to
PROMPT store these results as backup
PROMPT To update the combinations press enter else CTRL C
ACCEPT endbit PROMPT 'continue:'


Update gl_code_combinations
set account_type = '&&New_Account_Type'
where &&segment_num = '&&acct_value'
and chart_of_accounts_id = &&chart_id
and account_type= '&orig_account_type';
commit;
select code_combination_id ccid, account_type
from gl_code_combinations
where &&segment_num = '&&acct_value'
and chart_of_accounts_id = &&chart_id;

Clear Buffer

APPENDIX B
==========
This script is for where there are many values that need changing each with
a number of combinations. These scripts can be run individually.
This is for versions up to 11i only.

Perform this on your test system first. Verify that you have a backup copy
of the gl_code_combinations table before proceeding. Do not do this while
users could be accessing the gl_code_combinations table.

1. Get the Chart Of Accounts id (COA id)
select set_of_books_id books_id, name books_name, chart_of_accounts_id chart_id
from gl_sets_of_books;

2. To enter the chart id below from thie list in 1

select application_column_name segment_num, segment_name
from fnd_id_flex_segments_vl
where id_flex_num=&&chartid
and (ID_FLEX_CODE='GL#')
and (APPLICATION_ID=101);

3.Choose the Application Column Name for accounting segment (segment_num) from the list above from 2 and replace SEGMENTX with it in the script below before running the script. When running enter the accounting segment value you want to check when asked for acctvalue and the chart_id when asked for chartid

select code_combination_id ccid, account_type
from gl_code_combinations
where SEGMENTX = '&&acctvalue'
and chart_of_accounts_id = &&chartid;

4. Choose the accounting segment from the list above from 2 and replace SEGMENTX with it in the script below. When running it enter the accounting segment value you want to update in acctvalue and the chart_id in chartid. For 'NewAccountType' enter the letter required E R L A or O which stand for Expense, Revenue, Liability, Asset or Owners equity respictively). For accounttype enter the existing incorrect value.

Update gl_code_combinations
set account_type = '&&NewAccountType'
where SEGMENTX = '&&acctvalue'
and chart_of_accounts_id = &&chartid
and account_type= '&accounttype';
commit;
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