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JD Edwards World Support Blog

31 Posts authored by: Jeannes-Oracle

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The holidays are behind you.   Tax reporting is over.   Relaxation is on your horizon.

 

Do yourself a favor and review your date pattern setup now for next year’s calendar.  It’s a simple change now, but once records are posted, it can take many hours to locate and repair records that have been posted to the wrong period.  You will be pulling out your hair as Trial Balance reports, FASTR reports, Companies in Balance Integrity reports and others start showing out of balance issues. 

What types of situations might happen?


  • You might have mis-typed your dates.  Verify that all the period end dates are correct and that none were entered incorrectly with a typing error such as entering January 21 instead of 31.
  • If you use a calendar month end date for the ending date of your fiscal periods, this applies to you.  Next year, 2016, is a Leap Year and February will end on the 29th - not the 28th.  If you forget to setup the February end date to the 29th and you add a transaction with a GL date of 2/29, the system will post it to period 3 instead of period 2, as intended. 
  • If you make a change in your fiscal date pattern as part of a merger, acquisition, or a business need for a different date pattern, a period end date change can have the same impact as an incorrect period end date.

 

In the last two situations, if you generate automatic entries by batch (Offset Method B) for Accounts Payable and Accounts Receivable, the system uses the period-end date from the fiscal date pattern as the G/L date for the automatic entry.  If the period-end date is 2/28, and you post transactions using a G/L date of 2/29, the system assigns 3/31 as the G/L date of the AE.  When you run the Repost Account Ledger program, it corrects only those records with a G/L date of 2/29 to period 2; the AE balancing entry for the batch remains in period 3 because its G/L date is 3/31.  Therefore, the result of running the Repost Account Ledger program  is batches out of balance. To keep the batches in balance, you must identify the AEs and enter journal entries to reallocate the amounts to the proper period.


While you’re in there, go ahead and look at fiscal year 2020, and even 2024 if your date patterns are setup that far ahead, as these are the next Leap Years .  If you move on to a new position, your successor will thank you for having the dates set correctly.

There are several documents to assist you:


  • Ramifications of Leap Year (29 Days in February) in 2012, 2016, 2020 (Doc ID 660105.1) describes how to find and verify the period end dates set up on your system.
  • Finding Batches Posted Out of Balance (Doc ID 662609.1) helps you setup a World Writer report to locate batches where part of the entry is on one period and the AE entry is in another.

 

Don’t let a simple date pattern set up issue set you up for a big headache.

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Has this ever happened to you?  The end of your fiscal year is fast approaching and on top of all the financial closings, you suddenly remember, in the middle of the night, that you have not processed your Fiscal/Anniversary Rollover program.   When you roll over DBA balances at times other than the end of the calendar year, you can use the Fiscal/Anniversary Rollover program, which rolls balances at the end of your fiscal year or an anniversary date associated with your employees.

This program copies history information from your DBA Transaction Detail table (F0609) to the Fiscal/Anniversary Rollover Work file table (F06149), and maintains balances in the Fiscal/Anniversary Year History table (F06147). 

You can process fiscal and anniversary rollovers between payroll cycles (from a menu option) or simplify the process by setting up a rollover program version to run during pre-payroll processing. 

Now for a few things to keep in mind:

  • If you have DBAs that roll over balances at the end of the fiscal year, you should run the rollover program before you process the payroll cycle that includes the first day of the new fiscal year.
  • If you have DBAs that roll over balances on anniversary dates, you should run the rollover program at least once per pay period to ensure that each employee’s balance is rolled over at the appropriate time.  For DBAs that roll over balances on anniversary dates, the date on which you run the rollover program varies for each employee.  The rollover program rolls over balances for only those employees whose anniversary dates are included in the next payroll cycle.
  • Each time you run the rollover program during pre-payroll processing, the system creates the Fiscal or Anniversary Rollover report.

 

 

Don’t let work invade your dreams!   For more information, review Doc ID 627213.1 Setup and Functionality of Fiscal/Anniversary Rollover, and turn your sleepless nights into sleeping like a baby! 

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Control of expenditures is a high priority for most businesses and for many of you that control begins with the purchase order approval process.  You may be familiar with our Purchase Order Approval Process, but did you know that as of JD Edwards release A9.2, the Address Book system Approvals Management functionality has been expanded to accommodate purchase orders?  Approvals Management for Purchase Orders provides for more elaborate designation of approvers, more flexibility in the set of variables on which to base your approvals, and it even has a central workbench so managing approvals for different applications is a snap.

 

Here are some of the functionality highlights for Approvals Management:

  • Approval can be performed by individual approvers, approver groups, or approver routes.
  • Approver Groups can be created requiring approval by just 1 of several approvers, or multiple approvers for a single approval, depending on your needs.
  • Set conditions for order approvals using If/And/Else as well as Greater Than, Equal To, Sum, and other criteria.
  • You can set up calculations with simple mathematical equations to incorporate into rules.
  • The equations can contain addition and subtraction operations applicable to field values in a single record in the purchasing files.
  • Create Rule Sets and use *Release functionality to validate orders against available budgets, obtain the necessary budget approval and then move orders on through additional approvals as required.
  • Easily setup substitute approvers for vacation coverage, or make substitutions permanent for changes in responsibilities.
  • Access Approvals Workbench directly from your email message.

 

For a great overview and demo of this functionality, be sure to mark your calendars and register to attend the LIVE Advisor Webcast on May 19, 2015.  Link to Doc ID 1455377.1 to register now!


For additional information on the Approvals Management functionality as it applies to Procurement:

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So you run your Trial Balance report in FASTR for the company Controller, and some of the amounts are not exactly what you are expecting…this can’t be right! Where in the world are these numbers coming from?

Before you pack up your coffee mug to move to a remote island, know that there is help available.

 

When you need to research questionable account balances for a FASTR version, you can create an audit trail using the Balance Auditor feature.  With the balance auditor activated, the system determines which records in the Account Balances table were used to create the account balances on your report. Even more than that, it allows you to drill down into the Account Ledger Inquiry, and ultimately the original journal entry!

 

 

It’s really easy to setup and use.  Link to Doc ID 1994077.1 How to use Balance Auditor on FASTR Reports.

 

Make it even easier to use by setting up Balance Auditor as a menu option! See how with Doc ID 627072.1.

 

 

A few things to remember when using this feature:

  • The balance auditor provides an audit trail for non-calculated amounts only. It does not provide an audit trail for amounts that are the result of column, row, or cell calculations.  Balance Auditor also does not work with reports using Organization Structures.
  • Because the balance auditor requires significant system resources, you should run a version with it activated only when necessary.
  • The information on the audit trail might differ from the information in your account ledger. This is because the account ledger is dynamic, that is, when someone posts a transaction, it is reflected immediately. The audit trail, in contrast, is static. If someone posts a transaction after you create the audit trail, it is not reflected in the audit trail.

 

 

For additional information on FASTR problem resolution, Doc ID 1548783.1 Troubleshooting FASTR Reports.

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Your payroll department is like a railway station.  There are numerous of schedules/deadlines to meet and you can’t miss any of them.    We live and breathe by these deadlines.


As you know, there are many important deadlines in payroll:

 

  • Deadlines to enter deductions such as child support, levies, and garnishments into the payroll system prior to processing payroll.
  • Deadlines to upload timecards, process payroll and deposit money into the bank to cover your employee payroll.

 

Just as you wrap up the remainder of the state electronic filing for W-2s, it’s time prepare for your quarterly reports, such as 941 and SUI.  We understand your needs and are here to help.  Here are some important documents that will assist you as you prepare your 941 and SUI (State Unemployment Insurance) quarterly reports:


For the 941 report:

  • First, you need to download the current Software Update (SU) for 941 to receive the up-to-date legislative changes.  See Doc ID 657268.1-World HCM Current Software Downloads for the appropriate SU for your system release level.
  • If this is the first time you are preparing your 941, or if you need a refresher on what each line on the 941 represents, take a look at Doc ID 763134.1- 941 Quarterly Worksheet Line Explanations.  Additional questions? See Doc ID 627222.1-941 Worksheet FAQ's.

 

For the SUI report:

  • First, you need to download the current Software Update (SU) for SUI to receive the up-to-date legislative changes.  Find the appropriate SU for your system release level using Doc ID 657268.1-World HCM Current Software Downloads.
  • Use Doc ID 627186.1- State Unemployment Insurance – SUI for an overview of SUI and its setup process.

 

Still need some help?  We’re here for you.  Post a quick question for a quick response on the World HRM/Payroll Community!

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Because software and hardware are constantly evolving, your software life cycle will include an upgrade phase. You may need to upgrade your software because of necessary hardware upgrades. You may want to reap the rewards of the updated release’s new functional and technical enhancements - to increase efficiency and effectiveness for your business or enhance the user experience and productivity. Or, your decision to upgrade may be to align with support timelines – to assure you are on a Premiere support release (Lifetime Support Policy PDF). Often, the upgrade project is driven by mix of many factors.  Whatever your reasons for upgrading, you will want to reduce the costs and the risks associated with the upgrade. Being proactive can help you be prepared and minimize your business downtime and the risks of upgrading your system.

 

KM document “Moving on UP! Proactive Upgrades for Current ERP Systems: Oracle Applications Unlimited - document 1983566.1 provides information about the Upgrade and Migration Lifecycle Advisors as well as other product-specific upgrade resources available to assist you in maintaining a current and up-to-date ERP system.

 

Checkout the new document here: http://ora.cl/2V4

 

You can share feedback or find out more by contacting the JD Edwards Proactive Support team at:  JDE-GetProactive_us@Oracle.com.

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So, you’re upgrading and wondering if your discrete work orders are in place and ready for the upgrade?

 

 

There are some best practices that you should consider.  First, you need  to process open, partially completed work orders that have pending accounting activity not yet reported. By generating and posting these transactions, you’ll clear the unaccounted fields that the Work in Process program uses to generate manufacturing journal entries.  This will result in a ‘clean’ cutover in Manufacturing Accounting.  What’s important is that you’ll avoid inconsistencies in the Work Order Production File which values are used by the Work Order Variances program to generate the IV transactions.

 

This same importance pertains to all work order related files. Always, run programs in PROOF mode first and then in FINAL mode prior to upgrading to troubleshoot and correct any possible errors.

 

For fully completed work orders, generate manufacturing variances with P31804 as this is the last step to fully ‘close’ a Work Order and should be run once in final mode.

 

Finally, post all manufacturing transactions to the General Ledger. Run all active batches through to completion and verify the posting edit reports are free of errors. Then, use the Item Ledger & G/L Integrity report to confirm that no discrepancies exist between the Item Ledger (Cardex) and G/L manufacturing entries.

 

Remember, you can access key upgrade information via the UPGRADE section of the Information Center page for the Release that you are upgrading to.  For example, if you are upgrading to A9.3.1, check out:  Information Center: Upgrading to JD Edwards World Release A9.3/A9.3.1 (Doc ID 1447731.2) for documents that are specific to a A9.3.1 release upgrade.

 

Keep your eye out on My Oracle Support for new knowledge documents regarding additional best practices for discrete work orders and upgrading.  In the meantime, post questions on My Oracle Support Community or open a Service Request!

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            JD Edwards World is movin' on up!  Did you know that you now have the ability to define Generic Exits which can navigate to a URL rather than an RPG program?  Users can also exit to browser-based functionality on the client workstation; such as displaying documents on a network drive directly from a field in JD Edwards World.


The Web Enablement Navigation Bar has been expanded to include Generic (User-Defined) Exits, with the capability to show more than 24 exits from a program.  Generic Exits allow you to define an exit from a World application program without having to make coding changes to the application program.  There are two types of Generic Exits. The first type, allows you to define an exit to another interactive application program.  The second type allows you to define an exit to a URL or PC Process. 

Use this link to A9.3 Documentation; Working with Generic Exits, Chapter 47.5 Working with Generic Exits.  For use case examples, take a look at A9.3 Generic Exit Functions (Doc ID 1478037.1).

 

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So here you are in your second week of your great new job in the accounting department of a company that uses JD Edwards World software and after spending time getting familiar with it week one, you’re feeling pretty confident...UNTIL … your boss comes by and tasks you with finding out why the trial balance she just ran is out of balance!  She needs it cleared up by the end of the week because the auditors arrive early Monday morning. 


Wow! It’s your first actual assignment! Yea!  Uh oh!  You suddenly realize that although you paid a great deal of attention during your training, you really only know the basics of getting around in JD Edwards World. Panic sets in!  Your mind is a blank!  You suddenly can’t even remember what a trial balance is!  How are you going to find out what’s wrong?


Ok... take a deep breath, you can do this. Let’s take it a step at a timeSince the trial balance only reports posted amounts, the first thing you should do is run some integrity reports that check to see if you have any problems with batches:


1.  Start with the Transactions to Batch Header report. This integrity will report discrepancies between the batch header’s status and the transactions within the batch. It will also show any transactions that are missing a batch header.  It’s easy to fix these types of issues. If your transactions are unposted and the batch header is posted, just update the batch status on the batch header to “approved” and resubmit the post program. If a batch header is missing, you can add it very easily.  Look at Doc ID 626947.1 - How to Add, Update, or Delete a Batch Header Record for complete steps.

 

2.  Next, run the Batch to Detail and Out of Balance report.  This report lists batches posted out of balance.  If any batches are listed, you should investigate these batches and make correcting entries. What?  How do I investigate, you are probably thinking.  Don’t worry, we’ve got you covered.  Have a look at Doc ID 662609.1 - Finding Batches Posted Out of Balance.


3.  Now run the Unposted Batches integrity report.  This integrity looks for any batch headers that are not posted. Sometimes it’s as simple as this - some batches just didn’t get posted!


4.  After correcting any batch issues, run the Companies in Balance integrity report.  This report will list all your companies.  Companies that don’t balance will have amounts listed in any of three columns on this report.  This can be a difficult integrity to clear because there are so many different reasons a company can be out of balance.  But, you guessed it...we’ve got something to help:  Take a look at Doc ID 657081.1Troubleshooting the Companies in Balance Integrity Report. This document lists the most common reasons a company may be out of balance which are:

 

  • Journal entries are posted to the prior year after the Close Year program has been run.
  • There are batches posted out of balance. (The three batch integrities you’ve already run may not have caught all of them.)
  • Intercompany settlement records are missing.
  • There has been a fiscal date pattern change to the company.
  • Data is missing in records.

It then details steps to solve various scenarios found on the report.


Along with the documents just mentioned, you might want to bookmark this document that will guide you in keeping your data in sync on an on-going basis:  Doc ID 950649.1 -Financial Integrity Reports - Preferred Order to Run and Functionality Overview. 

Still need some guidance?  We’re here to help! Post quick questions to our customer community, which is monitored by Support experts.  If you think you need more in-depth help, open a service request with us!

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With the Year End Processing season rounding up, many of us stack our notes and user guides back on the shelves to wait for the coming year. Once the dust is settled and everyday routine resumes, we tend to forget about the busy scramble of December, January and February.

 

In leaving that behind, we also sometimes forget that everything we do and process for Payroll throughout the rest of the calendar year is in one way or another in preparation for those few months.

 

We have the opportunity to take small steps as we go to help the Year End Process flow more smoothly when the deadlines approach:

 

  • Run your Payroll Tax History Integrity reports once a month, or more often to catch errors as they arise and be able to address them on the fly: Doc ID 645601.1 - Payroll Tax History Integrity Report.
  • Are there any (legislative) changes effective for the new payroll year? Keep an eye on Payroll Alerts and Announcements: Doc ID 1462428.2 - Information Center: JD Edwards World U.S. and Canadian Payroll Products.
  • Stay afloat with the latest Payroll and HR updates: Doc ID 657268.1 -  World HCM Current Software Downloads.

Get creative. Think outside the box!

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There are times when there is no existing functionality in the World applications dedicated to meet your specific goals. In some cases, you can take advantage of what might appear to be unrelated functionality to accomplish a task in lieu of customizing the software. For example:

 

  • You need to restrict the shipment of items to certain addresses.
  • You have an item that can be transferred between warehouses but not sold to outside customers.
  • You need to recalculate the weight of items on an order just prior to shipping the items.

 

Sometimes a little creativity goes a long way:

 

1.  You can’t set up item restrictions by ship-to address, but you can set up the Next Status preference profile to default an invalid next status code to a sales order line based on the ship to address, thus prohibiting the creation of such order lines.

 

2.  There’s no flag to designate that an item cannot be sold to an outside customer; however, you can create a new line type for such items, for which you can either:

    • Refrain from setting up order activity rules (P40204) for the new line type, or
    • Set up activity rules for the document type specific to transfer orders only (if you use the Sales Transfer program P4242)

If a user then attempts to enter the item on a sales order, the order entry program will error stating that activity rules aren’t set up for the order type and line type being used.

 

3.  There is no program in the World applications dedicated to updating the weight on existing sales order lines. However, did you know the Shipment Confirmation program (P4205) will update the weight on a sales order line if the associated field (SDITWT) in the sales order detail file (F4211) is blank?

To update the weight on a few order lines, you can simply access each order via order entry, clear the weight and then ship confirm the order lines. To update numerous order lines, you can:

    • Use SQL to clear the weight field in the appropriate F4211 records, and
    • Run the Batch Shipment confirmation program (P42051 – available as of the 9.2 release), which calls P4205 in batch mode.  

 

If you need ideas about workarounds that may help you to meet your goals, don’t hesitate to open a service request or post a question on the MOS community forum.

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Are you currently upgrading to JD Edwards World release A9.3?

 

Are you interested in talking to, and sharing with others, who are currently upgrading?  Join a group of your peers for informative networking sessions. This Customer consortium consists of regularly scheduled conference calls bringing together Oracle customers who are implementing release A9.3, with Oracle representatives and business partners.  Guest speakers will join to share information on a particular topic – examples include:

  • Tips and Techniques
  • Lessons Learned and Best Practices
  • Security Considerations
  • Upgrade Planning
  • Change Management

 

Several Oracle representatives attend the calls to get your feedback, answer questions and help resolve issues – from Oracle Consulting, Field Readiness, Global Customer Support, Product Strategy and Customer Programs.  All presentations are posted on the JD Edwards World Consortium webpage on the Quest website (www.questdirect.org).

Who can attend?

Any JD Edwards World customer evaluating, planning or in the process of upgrading should attend.  Business Partners are also welcome.  Content is targeted to technical manager, IT directors, Project Managers and “super users”.

 

When is it?

Calls take place on the first Thursday of the month at:

8am Pacific  /  9am Mountain  / 10am Central / 11 am Eastern (USA and Canada time zones)

Visit www.questdirect.org and subscribe to this User Group at no cost. For more information on the World Upgrade Consortium or to view past recorded meetings, please review  JD Edwards World Upgrade Consortium (Doc ID 1286970.1).

Many companies are acquiring, merging or even consolidating, which means changes to their charts of accounts. 

 

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There are many points to consider before you tackle this projects, such as:

 

  • What is the expected business value outcome?
    • Administrative - Will this be difficult to maintain?
    • Compliance - Consider local and international accounting standards.
    • Daily use - Will the accounting staff understand the changes?
    • Will the changes return measureable benefit in terms of expense control and more accurate reporting?

 

  • What is the time frame to implement the task?
    • Is this a long term or short term plan?
    • Implementation / testing time.
    • Internal documentation updated?
    • Staff training.

 

  • What additional man hours are needed to accomplish this effort in terms of planning, implementing, testing and training?

 

 

Once you have determined that the change is needed, here are a few things to consider as you embark on the project:


  • What changes are expected to the chart of accounts?
    • How many companies?
    • How many business units per company?
    • Do you need to track divisions?

 

  • Consider special reporting  requirements:
    • Account Structure - Does this remain the same for BU, OBJ and SUB?
    • Level of detail - Do you need additional layers for reporting?
    • 3rd account number - Are you importing data from an acquisition and want to track previous account numbers?
    • Is there a need to group business units or accounts using Category Codes?
    • Is there a need to track detail specifics that make use of subledgers and /or enhanced subledgers?
    • Is there a requirement to follow IFRS – International Financial Reporting Standards?

 

Tips for a smooth project:

 

  • Create a project plan.  This is a must!
  • Create a Master Data Spreadsheet.
  • Consider what tools are already provided in JD Edwards World.
  • Do you have custom programs?  
  • Create a test environment to test prior to go-live.
  • Set a realistic go-live date.

 

 

Finally, here are a few Knowledge Documents to review on My Oracle Support to assist:

  • How to Standardize the Chart of Accounts (Doc ID 984333.1)
  • Global Changes to Business Units, Object Accounts and Subsidiaries (Doc ID 627074.1)
  • Changing the Company Number on Business Units (Jobs) and Accounts (Doc ID 626863.1)
  • How to Transfer Amounts (Detail and Balances) to Another Account (Doc ID 15578184.1)
  • Overview of the International Financial Reporting Standards (IFRS) functionality within JDE World (Doc ID 1296548.1)
  • Release A9.3 Introduces Enhanced Subledger Accounting and Reporting (Doc ID 1451614.1)
  • FAQ: Account Master (F0901) and Chart of Accounts (F0909) (Doc ID 972513)

 

 

Remember, if you have questions unique to your chart of accounts needs, or any general question, post your questions on the JD Edwards World Community for a quick response from Oracle experts, or to  get input from other customers.

Hockey or processing Canadian year-end tax slips?   Not really a tough choice, but unfortunately, it’s business before pleasure!  We want your Canadian year-end processing to be as smooth as new ice after a Zamboni!

Employers must provide their employees the required tax slips on or before the last day of February so it’s time to start ramping up.


JD Edwards has you covered with a hat trick of tools you need for 2014 T4 and Releve processing.   Take the time to mark these important articles as favorites in My Oracle Support:


  1. For links to download the Year End Update, use JD Edwards World 1099, W-2 and T4 Year-End Updates for 2014 (Doc ID 1929486.1).
  2. To download the 2014 Canadian Year End Processing Guide, use JD Edwards World Canadian Payroll (T-4) Year-End Processing Guide for 2014 (Doc ID 1955309.1).
  3. For a recorded Advisor Webcast on preparing for processing, link to Doc ID 1455377.1. Under the “Archived 2014” tab, locate and view JD Edwards World: Preparing for the 2014 Canadian T4 & Releve Year-End Processing Season.
  4. For the Oracle software company RL-1 and RL-2 certification numbers, use RL-1 and RL-2 Certification Numbers (Doc ID 652919.1).

 

Ok…so that’s more than a hat trick, but we aim to please!  Now take a slap shot at your year-end and get back to the game!

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Attention:  Remember that Extended Support for JD Edwards World A9.1 will end on April 30, 2015.  Sustaining Support begins May 1, 2015 and will continue indefinitely as provided for in Oracle’s Lifetime Support Policy.  If acquired, Sustaining Support preserves your upgrade rights and rights to access Oracle’s online support tools, pre-existing fixes and assistance from Oracle’s technical support experts as provided for in Oracle’s technical support policies.

 

Additionally, please not the following:

  • JD Edwards World A9.1 Extended Support ends April 30, 2105.  Oracle will continue to address bugs reported on this release before this date; however, new bugs will not be accepted after April 30, 2015.
  • Premier Support for Tax, Legal and Regulatory also ends April 30, 2015.  We will not be providing Tax Updates for the 2015 Tax Year at this time.

 

You may choose to upgrade to a later release of the product. For upgrade information and options:

  • The JD Edwards Resource Library contains important information and presentations on best practices for upgrades.
  • On My Oracle Support, the Product Features and Technical Catalog allows you to identify enhancements that provide value to your organization, compare release, and generate reports to use for your upgrade business case.

 

If you have questions or concerns regarding Sustaining Support or upgrade options for these releases and we can be of assistance, please contact your Global Customer Support Center.

Welcome to the My Oracle Support Community! We highly encourage you to personalize your community display name to make your activity more memorable. Please see https://community.oracle.com/docs/DOC-1022508 for instructions.