How to run Create Accounting and transfer subledger entries to GL in Oracle EBS R12
How to run Create Accounting and transfer subledger entries to GL in Oracle EBS R12
Also searched as
- Create Accounting program parameters R12 AP AR
- subledger accounting entries not transferred to GL
- XLA_AE_HEADERS accounting status draft final
- transfer journal entries to general ledger R12
Short answer
In R12 each subledger runs Create Accounting, which builds journal entries in Subledger Accounting (SLA) from the transactions, then optionally transfers them to General Ledger and imports them. Entries stay out of GL until they are accounted Final and the transfer parameter is set to Yes.
Applies to: Oracle E-Business Suite R12.1 and R12.2 (Subledger Accounting does not exist in 11i)
Account a subledger and post to GL
- 1In the subledger, open Requests > Run and choose the Create Accounting program for that product (for example Payables or Receivables).
- 2Set the Ledger and the End Date, and choose Accounting Mode: Draft creates entries you can review, Final creates entries that can be transferred.
- 3Set Transfer to General Ledger to Yes if you want the entries moved in the same run, and Post in General Ledger to Yes to also post them.
- 4Set Report Style and the optional filters such as Process Events or the transaction category, then submit.
- 5Open the Create Accounting execution report to see accounted, errored and skipped events.
- 6Fix any errors on the events (missing accounts, closed GL period, incomplete setup) and resubmit.
- 7In General Ledger, run Journal Import if it was not triggered, review the batch under Journals > Enter, and post if needed.
What Create Accounting actually does
A subledger transaction creates an accounting event. Create Accounting processes pending events by applying the Subledger Accounting Method, with its Application Accounting Definitions and account derivation rules, and writes the result to SLA tables as a header and lines. These are XLA_AE_HEADERS, XLA_AE_LINES and the links to the original transaction in XLA_DISTRIBUTION_LINKS.
Only after that are entries sent to GL. The transfer populates GL_INTERFACE, then Journal Import creates the GL journal batches. The SLA entry and the GL journal are separate objects, which is why you can see an accounted entry in SLA with no journal in GL when the transfer has not run or failed.
The method you use to build entries is configured by the implementers in the Accounting Setup Manager and Subledger Accounting setup, so the same transaction can produce different accounts in different ledgers or with different methods.
SELECT application_id, entity_id, event_id, accounting_entry_status_code, gl_transfer_status_code FROM xla.xla_ae_headers WHERE ledger_id = :ledger_id AND accounting_date >= :start_date;
Draft, Final and transfer status
Accounting entry status values show where an entry is. A Draft entry can be reviewed and is not eligible to transfer. Final entries are complete and can be transferred. An Invalid or Incomplete entry has problems and must be corrected. Transfer status then records whether the entry has gone to GL, typically N for not transferred and Y for transferred.
A common reason entries are not in GL is simply that the run was done in Draft mode, or with Transfer to General Ledger set to No. Check the parameters of the request first. Next most common is a closed or never-opened GL period for the accounting date, which stops the transfer and leaves the entries accounted but untransferred.
For a missing journal, trace back from the GL line through the GL_IMPORT_REFERENCES table to the SLA header, which proves the link in either direction.
SELECT gir.je_header_id, gir.gl_sl_link_id, gir.gl_sl_link_table FROM gl.gl_import_references gir WHERE gir.reference_2 = :ae_header_id;
Common errors and where to look
Accounts that cannot be derived are the leading cause of errored events. The execution report and the Accounting Events or Transaction Accounting forms show the error text per event, such as an account rule that returned no value or a code combination that is disabled or fails cross validation. Fix the setup or the source transaction, then resubmit; errored events are picked up again on the next run.
Other frequent causes are a period not open in the subledger, a missing conversion rate for a foreign currency transaction, and customisations or accounting hooks that raise exceptions. The Subledger Accounting program writes its detail to the concurrent log, which should be your first read when many events fail at once.
Do not insert or update XLA tables directly to force entries through. Use the setup, the events and the supported APIs, or raise the issue with the responsible functional team, because direct changes leave SLA and the subledger out of balance.
Reconciling subledger to GL
After posting, reconcile with the subledger reports and the GL account analysis. For Payables, compare the Accounts Payable Trial Balance to the GL liability account. For Receivables, use the Aging and the Receivables to GL reconciliation reports. Differences usually trace to untransferred entries, manual journals posted to a control account, or events that never reached Final status.
Run Create Accounting for every subledger before the GL period close, so the close checklist can confirm that no unaccounted events remain. Each subledger has an Unprocessed Events report that lists events not yet accounted.
Common pitfalls
- !Running in Draft mode and expecting entries in GL.
- !Leaving Transfer to General Ledger set to No.
- !GL period closed or not open for the accounting date.
- !Manual journals against a subledger control account, which break the reconciliation.
- !Editing XLA tables directly to push entries through.
- !Closing the GL period before every subledger has run Create Accounting.
How an ERP-grounded AI assistant handles this
A grounded assistant can answer which events are unaccounted, which entries are Final but untransferred, and which errored events share a missing account rule, by querying the SLA and GL tables read only and showing the SQL. That shortens the diagnosis before period close. Resubmitting Create Accounting and posting stay with your finance team and its approvals.
Frequently asked questions
Why are subledger entries not showing in General Ledger?
Check that the Create Accounting run used Final mode and Transfer to General Ledger Yes, that the GL period for the accounting date is open, and that Journal Import completed. An accounted SLA entry with a transfer status of N has not reached GL.
What is the difference between Draft and Final accounting?
Draft entries are created for review and cannot be transferred to GL. Final entries are complete and eligible for transfer. If a run was Draft only, rerun it in Final mode to produce transferable entries.
Which tables hold the subledger accounting entries?
XLA_AE_HEADERS and XLA_AE_LINES hold the entries, XLA_EVENTS the accounting events and XLA_DISTRIBUTION_LINKS ties lines to source distributions. The GL side is reached through GL_IMPORT_REFERENCES.
Can I rerun Create Accounting for errored events?
Yes. After you fix the cause, such as a missing account rule or a closed period, run Create Accounting again for the same ledger and date. Errored events are picked up again and accounted if the fix worked.
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