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Shared entities in the 11i eBusiness Suite allow the one-time definition of an object, and the use of that object across several products.
Shared entities are "owned" by a single product for table purposes only. It does not designate the primary user or decision maker.
The following information shows where the shared entity is usually first defined and with which applications it is shared. However, “ownership” of data is at the company’s discretion. For example, which business unit will be responsible for the supplier file? Payables or Purchasing? An exception is employee information if Human Resources is installed. Then, employee data can only be recorded in Human Resources.
Set of Books (Owned by General Ledger):
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The Set of Books provides Oracle with a means to collect and quantify financial data. There
are three primary elements to a Set of Books:
• Chart of Accounts
• Calendar
• Currency
Chart of Accounts (COA):
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· Your chart of accounts is the account structure you define to fit the specific needs of your organization.
· You can choose the number of account segments as well as the length, name and order of each segment.
· Chart of Account is one of the building block of SOB. It is an important as well as a mandatory step to setup a SOB. It is important because the structure of COA determines the level or depth of financial reporting. The more detailed the structure is the more reporting detail it has, but than more account codes and long data entry by the end user.
There can be multiple COA structure defined in an instance. But only One structure can be attached to a SOB. Each COA structure has to Enabled, Freezed and Compiled. Other options like Cross Validate Segment, Allow Dynamic Inserts and Freeze Rollup Group are not mandatory but useful.
Accounting Calendar:
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An accounting calendar defines the accounting year and the periods it contains, You can define multiple calendars and assign a different calendar to each set of books.
Currencies :
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• You select the functional currency for your set of books as well as other currencies that you use to transact business and report in.
• General Ledger converts monetary amounts entered in a foreign currency to functional currency equivalents using supplied rates.
The Set of Books represents one of the main entities within the Multiple Organizations
Hierarchy. Set of Books information is used by all eBusiness Suite applications. Some products will utilize currency information; others calendar data and still other products, the chart of accounts information.
Units of measure (UOM: Owned by Inventory):
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Are used by a variety of functions and transactions to express the quantity of items Units of measure are the way that we quantify items. They are grouped into units of measure with similar characteristics by Unit of Measure Classes such as quantity, weight, time and volume. They also include the Conversion mechanisms that enable you to perform transactions in units other than the primary unit of the item being transacted.
The values defined in the Units of Measure window provide the list of values available in unit of measure fields in other applications windows. Units of measure are not inventory organization–specific.
Items (Owned by Inventory) :
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You can define and control all items in inventory. Once defined, you assign items to organizations Items are parts that we buy, sell, or with which we transact.
You choose whether to have centralized or decentralized control of your items through a
variety of item attributes (such as description, lead time, unit of measure, lot control, saleable
vs. purchasable, and others). Much of the information for an item is optional. You define only the information you need to maintain the item.
Suppliers(Owned by Purchasing):
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Suppliers are the individuals or companies from which you procure goods and/or services. Set up suppliers to record information about individuals and companies from whom you purchase goods and services. You can also enter employees whom you reimburse for expense reports.
When you enter a supplier that conducts business from multiple locations, you store supplier
information only once, and enter supplier sites for each location. You can designate supplier
sites as pay sites, purchasing sites, RFQ only sites, or procurement card sites. For example, for a single supplier, you can buy from several different sites and send payments to several
different sites. Most supplier information automatically defaults to all supplier sites to facilitate supplier site entry. However, you can override these defaults and have unique information for each site.
Customers (Owned by Receivables):
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Buyers of our end products and/or services Customers are stored as part of the Trading Community Architecture (TCA).
The two levels within TCA that relate to customers are:
• The Party level or Party Layer
• The Customer Account or Account Layer
When CRM Application refers to customers they are referring to the party layer.
When ERP Application refers to Customers they are referring to the Account layer
When you enter a customer that conducts business from multiple locations, you store customer information only once and enter customer sites for each location. For each entered customer site, you can designate the usage of the site as bill-to, ship-to, marketing and other uses. Many fields within the customer record provide defaults to applications such as Receivables, Order Management and Projects.
Sales Force (Owned by Sales):
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Individuals credited with sales revenue, Sales Force is how the Oracle eBusiness applications identifies sales personnel. An employee must be defined as a salesperson within the Human Resources application as well as within the Resource Manager in CRM Application Foundation to have access within certain CRM applications.
Salespeople are used within the Oracle eBusiness Suite to capture sales credit information
across a number of applications. This sales credit information is in turn used to form the basis
for sales compensation calculations and potentially to assign revenue accounting.
Sales Force personnel are also used for team analysis, determination of territory alignment,
and assignment of sales leads.
Employees (Owned by Human Resources :
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Individuals employed by the company who perform certain tasks Human Resources establishes employees to track personnel information such as skills, benefits, jobs, and statuses. Once defined in the system, employees can also be used for approval activities, processing expense transactions and the assigning of fixed assets.
Note: When you have not licensed the Human Resources application but employees are
required for the applications you have licensed, you will have limited access to the employee
tables through those applications.
Locations (Owned by Human Resources):
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Physical addresses that may represent our company’s addresses or our customer's addresses.
Locations have various usages assigned to then such as:
• Bill to (where suppliers send invoices)
• Ship to (where suppliers send product)
• Office (identifies a business address where employees are located) Locations can be linked to one or many organizations.
Organizations(Owned by Human resources) :
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Entity designation used to partition data into logical units. An organization may be a physical site or it can represent a collection of sites sharing certain characteristics. These characteristics are used to define business structure within the Oracle eBusiness environment. Examples of organizations include, but are not restricted to:
• Legal Entity: the business units where fiscal or tax reports are prepared.
• Operating Unit: the level at which ERP transaction data is secured.
• Inventory Organization: a business unit such as a plant, warehouse, division
• Expenditure/Event Organization: allows you to own events, incur expenditures, and hold budgets for projects.
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