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Income statement and balance sheet accounts
Income statement and balance sheet accounts
Income statement and balance sheet accounts
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01-29-2013, 12:54 AM,
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Income statement and balance sheet accounts
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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02-25-2013, 05:58 PM,
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RE: Income statement and balance sheet accounts
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02-25-2013, 06:03 PM,
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RE: Income statement and balance sheet accounts
(01-29-2013, 12:54 AM)Sehowat Wrote: Hi 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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12-24-2019, 01:14 AM,
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RE: Income statement and balance sheet accounts
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