In this Document

APPLIES TO:

GOAL

This document addresses how to troubleshoot R12 Period Close issues in the Oracle Payables application.

Some of the questions that this document addresses are:

1. What do I do when I get the error: "app-sqlap-10304"?

SOLUTION

I.   Apply the Latest Code

Apply the latest code for the Closing reports and processes. Many of the closing reports and processes have been updated/enhanced.  Applying the latest code will help avoid encountering known bugs during the closing process.  It will also provide a clearer and more complete reporting of closing exceptions.  Please apply the following patches to get the latest Period Close code (As of 05-Nov-12):

Patch 14660916 (Replaces patch 12629621 and patch 9813947) and includes the following enhancements/updates from the previous Period Close Consolidated Patch 6911199:

1. Cumulative update for the Unaccounted Transactions Sweep program, which includes relevant enhancements for Subledger Accounting, Self Assessed Tax Distributions, and Invoice Lines. It also includes the recommended patches for eBtax.
   
   
2. Period Close Exceptions Report, Unaccounted Transactions Report, and Unaccounted Transactions Sweep Report have been converted to XML Publisher. This allows the user to view their report output in multiple formats, such as PDF, Excel, HTML and RTF.
   
   
3. Performance has been improved for these reports, as well as, the Unaccounted Transactions Sweep program and Period Close Validation API. Please review Note 791049.1 for the latest patches for Create Accounting performance issues.
   
   
4. Report log files have been enhanced to provide more complete information and better diagnostics.

And it provides the following additional enhancements and updates:

5. New summary section added in period close exception report which shows if any OU has exceptions and the count by exception along with a column which shows if the current user has access to that OU. 
   
   
6. New section added to period close exception report and unaccounted transaction report to show other exceptions not reported by AP but reported by SLA. This section will include orphan events and other data corruptions. 
   
   
7. Sweep program will not sweep exceptions in 'Other Exceptions' section. These exceptions will prevent period closure even after running sweep process. 
   
   
8. Added legend at the end of period close exception report and unaccounted transaction report for actions to be taken by customer for exceptions which are reported.  
   
   

II.  Complete Period Close Actions/Processes

A period cannot be closed unless the following criterion are met for ALL operating units assigned to a ledger:

• All payment batches must be confirmed
• All transactions must be accounted
• All accounting entries must be transferred to general ledger
• All future dated payments which have reached maturity in the accounting period must have their status updated to negotiable and be accounted

Complete the following actions for each operating unit assigned to a ledger: 

1. Confirm/Cancel any unconfirmed payment batches for the period
   
   
2. Submit the Update Matured Bills Payables Status process for Future dated payments still to mature in the period. 
   

   Navigate: Payables Responsibility > Other > Request > Run > Update Matured Bills Payables Status 
   
   

3. Submit the Create Accounting process to create accounting for the transactions.
   

   Navigate: Payables Responsibility > Other > Request > Run > Create Accounting Process

Investigate any errors noted in the report output i.e. 95340, 95311, 0 etc...

4. Submit the Transfer Journal Entries to GL process to transfer any untransferred accounting entries to GL 
   

   Navigate: Payables Responsibility > Other > Request > Run > Transfer Journal Entries to GL

5. Attempt to close the period. 
   

   Navigate: Payables Responsibility > Accounting > Control Payables Period > Query Operating Unit > Set period = "Closed"

If the period closes, Save, and exit the form. The period is Closed.   

III. Period Close Exceptions

If the Period Close has exceptions, then read on:

1. Run the Period Close Exceptions report.
   

   Navigate: Payables Responsibility > Accounting > Control Payables Period > Query Operating Unit > Set period = "Closed" > Click on Exceptions > Click on Review

2. Review and fix any exceptions shown, using the instructions referenced above.
   
   
3. Run the Unaccounted Transaction Report in Sweep Mode if necessary.
   

   Navigate: Payables Responsibility > Accounting > Control Payables Period > Query Operating Unit > Set period = "Closed" > Click on Sweep

   
   
   IMPORTANT: This step will sweep any remaining unaccounted transactions shown on the Period Close Exception report to the next period.  It should only be used if time constraints prevent you from resolving all issues preventing your period close.  Make sure you have reviewed the report and only run the sweep if you want the reported data swept.  The sweep cannot be undone! See Note 560378.1 for more information on the sweep process.
   
   
   
4. Attempt to close the period.
   

   Navigate: Payables Responsibility > Accounting > Control Payables Period > Query Operating Unit > Set period = "Closed"

IV. Troubleshooting/Diagnostics

1. If the Period Close process STILL has exceptions, then please run the Period Close Analyzer diagnostic.  This diagnostic will list all the transactions which are stopping period close and a suitable action suggested to resolve the issue.  This also includes the data corruptions (if any) and the corresponding solution to fix it.  Follow the instructions given in the solution part of the diagnostic to fix any transactions stopping period close and attempt closing the period once all the transactions are fixed.
   

   Get Period Close Analyzer output for the period:

   • Follow the steps from Doc Id 1489381.1 - R12: Period Close Analyzer
     
     
   Note:  The Analyzer can also be registered as a concurrent process.  For detailed instructions, please see Doc Id 1489916.1
   
   
   
2. Run the Master GDF diagnostic from Doc Id 1360390.1 by date range for the period you are trying to close. 
   
   
   Note:  You can also run the master GDF from the PCH.  For detailed instructions, please see Doc Id 1489381.1
   
   
   
3. Upload trace of the Period Close Process, if applicable:
   
   
   1. Navigate: Payables Responsibility > Accounting > Control Payables Period 
      
      
   2. Click on Help > Diagnostic > Trace > Trace with Binds 
      
      
   3. Set period = "Closed" and tab out of field 
      
      
   4. Click on Help > Diagnostic > Trace > No Trace
      
      Note the trace file name and location when you disable the trace.  You can also use the following query to find the location of the trace file: 
      
      
      SELECT value 
      FROM v$parameter 
      WHERE name = 'user_dump_dest';
      
      
      
4. Upload the Invoice Data collection (APList) diagnostic output for invoices/payments identified as potential period close problems.  These should be invoices/payments identified in the queries or reports ran during the closing steps.  Please only upload a few examples, support will review and request more if needed.
   
   Steps to get the APList:
   
   
   1. Get the latest version of the Invoice Data Collection diagnostic.  Go to Doc Id 732163.1 and click on "Click Here to Get Latest XML File". Download that file and follow the README instructions to copy over the latest XML file.
      
      
   2. Follow the Usage Instructions from Doc Id 732163.1 to execute the test.
      
      
   3. Upload the diagnostic output to the SR.
      
      
      Note: Please see Doc Id 232116.1 for training on running and uploading diagnostic tests. And Doc Id 235307.1 for troubleshooting problems with running diagnostic tests.
       
      
      
5. Check the relevant period closing reports and processes package versions:
   
   

     SELECT * FROM dba_source
     WHERE line =2
     AND name in (
           'XLA_ACCOUNTING_ENGINE_PKG','XLA_ACCOUNTING_PKG',
           'XLA_ACCOUNTING_PUB_PKG','XLA_AE_HEADER_PKG',
           'XLA_AE_JOURNAL_ENTRY_PKG', 'XLA_AE_LINES_PKG',
           'XLA_UTILITY_PKG', 'XLA_TRANSFER_PKG',
           'AP_ACCOUNTING_EVENTS_PKG','AP_ACCOUNTING_PAY_PKG',
           'AP_ACCTG_PAY_DIST_PKG', 'AP_ACCTG_PAY_ROUND_PKG',
           'AP_ACCTG_PREPAY_DIST_PKG', 'AP_PERIOD_CLOSE_PKG',
           'XLA_PERIOD_CLOSE_EXP_PKG')
     ORDER BY name;

   
   
   Also gather additional relevant file versions by logging in to the server, setting the environment, and doing the following:
   
   

     cd $AP_TOP/patch/115/publisher/templates/US/
     strings -a APXPCER.rtf | grep Header
     strings -a APXUATR.rtf | grep Header 
   
     cd $AP_TOP/forms/US
     strings -a APXSUMPS.fmx | grep Header 
   
     cd $AP_TOP/patch/115/publisher/defs/
     strings -a APXPCER.xml | grep Header
     strings -a APXUATR.xml | grep Header
   
     cd $AP_TOP/patch/115/publisher/templates/US/
     strings -a APXUATR.rtf | grep Header
     strings -a APXPCER.rtf | grep Header
   
     cd $AP_TOP/patch/115/xdf 
     strings -a ap_period_close_excps_gt.xdf | grep Header

   
   
   
6. If the Period Close process STILL has exceptions, then log an SR with Support and include the following:
   
   
   • Period Close Analyzer output
   • Master GDF diagnostic output
   • Period Close Exception Report
   • Transfer Journal Entries to GL program output
   • Create Accounting program output
   • Unacccounted Transaction Sweep output (if it was ran)
   • Example aplist output for one transaction on the Exceptions report
   • Period Close Trace output, if applicable
   • Period Close file/package versions, if applicable
   
   
   

REFERENCES