Developing a Period Close Check Dashboard

1. Developing a Period Close Check Dashboard Presenters Alice Yoo Vidya Raj

2. Decision Makers and Executives are usually too busy to review detailed data. Creating dashboards that contain metrics, KPIs (key performance indicators) and charts has become an easy and quick way to provide information on a single screen. Using an inexpensive out of the box product (InfoCaptor), we were able to capture key information needed to assist in the Financials Month-End Close Process. The Dashboard identified open periods from every sub ledger and provides drill down capability of open and pending transactions from every sub ledger. Abstract Statement NorCal Training Jan 21, 2009 Presenters: Alice Yoo Vidya Raj

3. The Month-End Close Problem • Time Crunch – Only a couple of days to close • Unable to close sub ledgers until resolved • Oracle Navigation/Tables – Where do I find this information? • What to check for a smooth close? • Performance Issues • Impact on Financials

4. Example of AP Month-End Issues Accounts Payable AP and GL • Invoices on Hold • Expense Reports on Hold • Unapproved Invoices • Payment Batches not confirmed or in limbo • Unaccounted Transactions • Transactions not transferred to the GL • AP Trial Balance does not reconcile with General Ledger

5. Example of PO Month-End Issue Purchasing PO and GL • Receiving • Accrue on Receipt • Period End Accrual Expense Items • Processing Uninvoiced Receipts • Write-offs • Interfacing Receipt Accruals and Period End to GL • Reconciliation of Accruals in GL

6. Example of INV Month-End Issues Inventory INV and GL • Month-Close based on each Inv Org (Time-Consuming) • Review pending transactions and open interfaces in each org • Transfer Inventory Transactions to GL • Import to GL • Reconciliation of sub ledger to GL

7. Example of Inventory Month-End Close Go to the Inventory Responsibility Select Organization Navigate to: Accounting Close Cycle -> Inventory Accounting Periods.  Highlight period and click on the Pending button to see the pending transactions for a particular Inventory Organization.

8. Order Status Problems • Entered • On Hold (Credit, Other) • Picked but not shipped • Shipped but Not Invoiced • OM -Transactions in the Interface Trip • OM/Inv – Pending Shipping Transactions affect Cost of Goods • OM/AR – Stuck Auto Invoice transactions affect Revenue Example of OM Month-End Issues Order Management

9. Example of AR Month-End Issues Accounts Receivable AR and GL • Stuck Auto-Invoice • Incomplete Invoices • Unposted Items • Invoice/Credit • Receipts • Adjustments • Unapproved Adjustments • Transfer AR Transactions to GL • Reconciliation of Revenue, Receivable accounts with AR and GL

10. Example of GL Month-End Issues • Sub ledger Interfaces to the General Ledger (Purchasing, Payables, Assets, Inventory, Projects, Receivables) • Sub ledger Reconciliation to GL

11. Benefits One screen information – No need to switch responsibilities and navigate Information at a Glance – Show me just the facts. Don’t give me details yet. Drill down opportunities (if needed) – Direct where the problems are Dash boarding, Reporting and Documentation - all in one tool. Period Close Checks Dashboard

12. Using a One-Stop Drill Down

13. What is Needed to Get Started • Identify your key sub ledgers to General Ledger • Identify common activities in closing • Identify obstacles in closing Note : Custom tables are not included . Please feel free to contact us on this.

14. Thank You! Questions and Comments Contact Information: • Alice Yoo (Cell # 1-9492913292) (Email: alice_yoo@yahoo.com) • Vidya Raj (Cell# 1-408-2064129) (Email: vidya_raj@yahoo.com)