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Oracle UPK Professional is an easy-to-use and comprehensive content development, deployment, and maintenance platform for increasing project, program, and user productivity. By rapidly producing materials tailored for all phases of the software lifecycle from test scripts, system process documents, and interactive simulations, to job aids, instructor manuals, presentations, and in-application performance support, Oracle User Productivity Kit can reduce overall software implementation and maintenance cost.

 

Prebuilt Content for JD Edwards World is available: World A9.3 (PDF). Use the UPK prebuilt content as a beginning for process documentation and training aides, and you can also utilize the UPK Developer to easily customize the content to match your organization’s needs.

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For more information on UPK or links to access UPK demos, please review: User Productivity Kit (UPK) for JD Edwards World.

Information Centers are landing pages designed to provide a simple and quick way to navigate to software information for a particular focus area. Each page of the Information Center is made up of widgets that group Knowledge Documents by topic and contain links to related content. As new content is created, the information is dynamically updated in the Information Center.


The Distribution Information Center offer a variety of focused dynamic content organized around one or more of the following tasks:

  • Overview - General information on a focus area: user guides, upcoming Advisor Webcasts, communities, alerts and announcements, etc.
  • Use - Detailed documentation on functionality or tasks. For example: how to set up EFT Payments (Accounts Payable), how to run Auto Cash (Accounts Receivable), frequently asked question on the post report (General Accounting), etc.
  • Troubleshooting - Information to assist in researching and resolving an issue. For example: how to turn on logging, how to troubleshoot integrity issues, reported bugs, etc

 

JD Edwards World Information Center for Distribution White Papers (Doc ID 865515.1) 

  • A9.3 Distribution Enhancements
  • A9.1/A9.2 Enhancement White Papers
  • General Distribution
  • Advanced Pricing
  • Brazil Localization for Distribution
  • EDI
  • Inventory Management
  • Procurement
  • AAIs, Purchasing
  • Commitments, Encumbrances
  • General, Purchasing
  • Order Creation, Purchasing
  • Taxes, Purchasing
  • Agreement Management
  • Sales
  • General, Sales
  • Order Creation, Sales
  • Order Holds, Sales
  • Pricing, Sales
  • Sales Update
  • Taxes, Sales
  • Sub Contracting
  • Application Technical
  • Vertex
  • Warehouse Management
  • Advanced Stock Valuation
  • ECS
  • Intrastat

 

TIP - Once you know that an Information Center exists for a product that you use on a regular basis, add it to your Favorites within My Oracle Support, so you can get there quickly. You can also bookmark this Index document as a Favorite by clicking on the Favorite icon located next to the document title.

Here are some key benefits and features of importing, exporting and distributing data in JD Edwards World software:

 

Import –

  • You no longer need to write a program to populate the Batch files (Z1) files. 

In the A9 releases you can populate a spreadsheet and import the data without having to map fields to the file.  We supply a template of all the fields in the batch file and then you choose the columns that will be imported, and populate the data for those columns.  Processing the batch file data to the permanent physical files has not changed.  See the following documents for more details:

    • Using Batch Import to Upload Data to Batch Files (Z and Z1) (Doc ID 1368622.1)
    • Batch Import Replaces Journal Entry Upload in A9.3 (P09110/P0911Z1) (Doc ID 1498278.1)
    • Using the Batch Import Process to Upload Batch Receipt Records (F0312) (Doc ID 1348550.1)
    • How to Use the Batch Import Process to Change Address Book Records (Doc ID 1276172.1)
  • You can import data directly into many JD Edwards World files. 

This is called Z File Processing and it is similar to how the user would enter the data interactively, except this is a batch import process that includes all the fields that the user would have on the video. When the data is processed, the records go directly into the associated file. Here are some helpful documents on using this process:

    • How to Upload (Import) Account Master Records (P09011Z) (Doc ID 1551556.1)
    • How to Upload (Import) Asset Master Records (P1201Z) (Doc ID 628436.1)
    • What is the Difference Between Z1 Batch Processing and Z File Processing? (Doc ID 1592502.1)
    • Using Batch Import to Upload Data to Batch Files (Z and Z1) (Doc ID 1368622.1)
  • You can import directly to certain interactive videos like the Journal Entry (P09101) video, by using the Interactive Import process. 

You create the template spreadsheet with the fields that are on the video directly from the Journal Entry application.  Populate the spreadsheet and use the import action to import the data to the Journal Entry application. See the following for details on this process:

    • Using the Import Feature for Interactive Programs (Example Importing Journal Entries using P09101) (Doc ID 1551593.1)
  • The import process is consistent across all applications.

 

Export –

  • Beginning in release A9.3 you have the ability to export reports in .pdf format.
  • All A9 releases allow .txt format for reports, including those not listed on UDC table 00/BE and  00/IE.
  • You can export information from an interactive video like Account Ledger Inquiry, Supplier Ledger Inquiry and Customer Ledger Inquiry.  With this process, you can choose who will receive the information.
  • FASTR and STAR reports can be exported in .csv format.

 

Distribute –

  • Set up a list of people that will receive reports. This list can be used when distributing a report or inquiry.
  • Distribute the report or interactive inquiry to a specific recipient.
  • Use Electronic Document Delivery (EDD) to create an Email Template with the subject and the body of the email.  Customize the subject and body to meet your business needs.

 

Burst –

  • Automatically send A/R Statements to customers and A/P Remittance Advices via email to suppliers. Several other forms are burst capable.

See the following documents for more details –

    • Programs and Files with Import/Export and Bursting Capabilities in Release A9.x (Doc ID 1206790.1)
    • Using the Batch Export Process to Email (Burst) Documents (Doc ID 1174023.1)
  • Use the interface with BI Publisher and create your own JDE World forms using .rtf (rich text format). Once the rtf has been created, the system will use the .xml that is created by the JDE program and send a pdf document via the Electronic Document Delivery (EDD) transformation template attached in the Export Parameters on the DREAM Writer for the program.

 

The following JD Edwards World Information Center has links to other documents that will be helpful as you evaluate your processes:

Using JD Edwards World Import and Export, Electronic Document Delivery (EDD) and BI Publisher (Doc ID 1413956.2).

Do you have employees wondering how they will pay for their summer vacations? Did you know you can provide employees with vacation pay before they take vacation leave?  You can enter an interim check to pay an employee in advance of a regular pay period.  This payment can replace the regular payment for one or more pay periods.  If the advance payment spans one or more pay periods, enter a taxation factor to calculate the taxes for each of the pay periods.  This can be accomplished on the Additional Parameters (F5) from Interim Check Entry.

 

Some of the necessary set up required include:

  • Set up an Advance Pay DBA such as DBA 9000.  It should be set up a flat amount deduction that has a declining balance.
  • Set processing option 2 behind Interim Check Entry to reflect the Advance Pay DBA number.
  • In Interim Check Parameter set the Format field to 2 for Auto Advance.

 

Check out Interim Check Overview and FAQ (Doc ID 1327010.1) for more information.

Why wait for your phone to ring with someone asking you what happened to a specific work order. The resources exist to track the activities of a work order in addition to controlling the steps that a work order can take.

 

As of A9.2, the capability to track your work order was added. The Work Order Ledger can now be setup to track the work order header changes. Any field that resides in the work order header file (F4801) can be setup and tracked so you will always know all of the activities of a work order. For more information, refer to Work Order Ledger (P48019) (Doc ID 1279122.1).

 

As of A93.1, Work Order Activity Rules now work with discrete or standard work orders. Setting up the statuses that your work orders can take assist with the proverbial mistake of trying to reopen a closed work order. It simply won't be allowed to occur using Order Activity Rules.

 

Work Order status can be affected by running certain programs based on processing option settings behind each program.

 

    Enter/Change Order (P48013) - Interactive Program

    Order Processing (P31410) - Batch Program

    Inventory Issues (P31113) - Interactive Program

    Completion (P31114) - Interactive Program

    Super Backflush (P31123) - Interactive Program

    Work In Process or Completions (P31802) - Batch Program. Both modes, Proof and Final can be setup to update WO Status

    Work Order Variances (P31804) - Batch Program. Both modes, Proof and Final can be setup to update WO Status

 

Another phone call that occurs is when the material handler calls to ask what is this item doing on the parts list. You can determine if the bill of material was changed to include the item or, if an unplanned item was manually added to the parts list. The feature to display updates to the bill of material is available using BOM Change File Inquiry (P3011).

 

When the Log Bill of Material (BOM) Changes field in the Manufacturing Constants for a Branch/Plant is set to 'Y', history records are created in the Bill of Material Changes File (F3011). The Bill of Materials Change File includes all of the same fields as the Bill of Materials Master file (F3002) plus a field to record the Action Code. When a new  bill of material is added (Action Code A), a copy is created in the change file. When a bill is changed or deleted (Action Code C or D), the pre-change condition is recorded in the change file. The BOM Change File Inquire program displays a selection of the fields from these records.                                                             

 

Help your manufacturing operations by using the tools that exist now. These tools allow you to stay on top of your work orders so no surprises or puzzles are brought to your attention.

Why wait until the end of the year to clean up your supplier address book records when you can be managing it throughout the year?

 

If you know the guidelines, you can set the address book records up correctly, so there is little work to do at year end.


The mailing name is used for many applications within JD Edwards World software, such as the name that prints on an A/P payment or as part of the Remit To address for customer statements; therefore, if you need to change the mailing name to accommodate the IRS requirements for 1099 processing, be sure to consider any other type of form that you print that might utilize it.


Understanding the IRS Mailing Address Requirements

The Internal Revenue Service (IRS) limits the mailing address on 1099 returns to three lines:

  • Legal Name (line 1)
  • Street address (line 2)
  • City, state, and zip code (line 3)

 

If the supplier uses a DBA (Doing Business As) name or if the legal name requires more than one line, the IRS allows four lines: 

  • Legal Name (line 1)
  • DBA Name or Continuation of Legal Name (line 2)
  • Street address (line 3)
  • City, state, and zip code (line 4)

 

Other IRS limitations are: 

  • You cannot have a mailing address that contains more than one line for a street address.
  • You cannot use the street address line for a legal name.


For more details, see How to Set Up Mailing Addresses for 1099 Processing (Doc ID 630967.1).

Are you looking for a way to automatically e-mail a copy of a Sales Invoice and/or Purchase Order to your Customers/Suppliers?

 

The Burst functionality is available for JD Edwards World A9.2.X and later versions/releases and allows you to automatically distribute sales invoices and/or purchase orders requests/quotes to your customers and/or suppliers.

 

The idea is very simple, you execute one report and reach many customers or suppliers at once.

 

It also allows you to:

  • Define the Subject and the Body of the e-mail
  • Define the name of .pdf file that contains the invoice/purchase order/quote can also be personalized
  • If you do not know  BI Publisher, it is not a problem! You can use the .rtf templates that we deliver with our software.

 

This feature is currently available for the following Distribution programs:

  • Print Invoices (P42565)
  • Print Purchase Orders (P43500)
  • Print Quote Request (P43530)
  • Price Book - Advanced Pricing (P45510)

 

JD Edwards World uses Batch Export feature to create the xml file and Electronic Document Delivery (EDD) to burst. It is true that you need to be familiar with few Technical concepts, but do not be afraid, go ahead and try it!

 

For a burst setup example and additional information on Burst, check out Bursting Distribution Reports (Doc ID 1952552.1).

NeedForSpeed.pngOracle Support knows your time is valuable, and we have tools and features available to help you resolve your product issue as quickly and efficiently as possible. We have incorporated several new features to help speed Service Request (SR) resolution time for common types of software issues.

 

JD Edwards has resources and tools specifically designed to help you resolve your issue and get answers quickly, and without the time commitment of opening a Service Request (SR). Troubleshooting Assistants and Performance Advisors are just a few of the tools you will find linked in the Successful Service Requests for Faster Resolutions (Doc ID 1993795.1).

 

No matter how proactive you are, there will still be times that issues occur that you cannot prevent or questions that require answers. As an Oracle customer, you have multiple channels to connect with the Oracle Support team and a multitude of resources to help resolve issues or answer questions. Oracle continues to enhance and broaden the capabilities and tools to help resolve issues faster. The document "Successful Service Requests for Faster Resolutions" outlines best practices when it comes to creating and working with a Service Request (SR) to enable speedier resolution times. The document also overviews our new Guided Resolution tool which uses logic, based on your specific situation to help guide you to existing Knowledge Management (KM) solutions.  Checkout the new document here: bitly to http://ora.cl/7q3

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On April 21, 2015, Oracle JD Edwards announces the  general availability of JD Edwards World A9.4, a major new release for the JD Edwards World product line.  Included in JD Edwards World Release A9.4 is a new expense management solution. JD Edwards World Expense Management applications enable companies to manage all employe expenses including expense entry, approval, and reporting.

 

      • In addition, new expense categories for purchase card management automatically update employees’ transactions with the correct accounting information based on the expense category entered, simplifying the data entry process. 
      • Expense management approvals are supported by approval rules for your organization so that any expense transaction requiring an approval can be completed with the appropriate authority.

 

Other JD Edwards World A9.4 Application Enhancements

 

      • Cost and Variance Capture by Work Center enables manufacturer to control profitability. Cost variances can now be defined, tracked and analyzed by work center, not just by cost components. Variances can be analyzed by work center to facilitate corrective action when required.
      • Forecast Consumption by Customer improves forecasting and requirements planning accuracy. Forecasts can now be defined and consumed by customer based on actual sales and shipments. Companies who need more granular rather than aggregated values gain better insight into actual daily demand.
      • Encumbrance and Commitment Accounting usability enhancements improve the tracking and auditing of commitments and encumbrances when purchase orders are cancelled, highlighting potential discrepancies in the commitment/encumbrance ledger.
      • To improve the recording, reporting, and reconciling of tax information between Sales Order Management and Accounts Receivable, Procurement and Accounts Payable, new tax fields were added to both Accounts Receivable and Accounts Payable. These new fields support the detailed tax information that Sales Order Management and Procurement supply.
      • User-defined data may now be added to the General Ledger Detail file (F0911).
      • To meet Spain’s legislative requirements, Modelo 347 has been updated to support all companies with an annual turnover amount of more than 3,005 Euros with any given third party (customer or supplier).
      • JD Edwards World continues to monitor possible security threats and provides security software updates to address these threats and to adhere to Oracle’s Security and Compliance policies.

 

For detailed information on what’s included in A9.4, please visit our A9.4 Documentation Library and the Upgrade Tab of www.LearnJDE.com.     

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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.

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.