General Ledger
OUTLINE
Page
1. GENERAL TRANSACTIONS 1
2. DAILY TRANSACTIONS 5
4. BUDGETING 15
General Rules
1. Errors which are made in the subledgers are not to be corrected in General
Ledger. However, the users have to be warned by the person responsible for
posting in GL and the the correct transaction has to be posted to GL again.
Both the wrong and the correct entries will be posted in GL.
2. Run the program Create Journals daily to post the encumbrance amounts to
GL.
3. Run GL Import daily to post the actual transactions to be posted to GL.
4. Post journals in GL daily.
1.2. Closing a Setup>Financials 1. Tick the Value Set button on the find Value Set Window
Cost Centre > 2. Enter IITA_COST_CENTRE or IITA_ACCOUNT in the name
or Account Flexfields>Key> field.
Values 3. Click Find
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4. Select the appropriate row containing the sought Cost
Center/Account
5. Uncheck the “Enabled” checkbox
6. Save your work
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Submitting a Move/Merge Request
1. Navigate to the Mass Maintenance Workbench window.
2. Query the move/merge definition that you want to submit.
3. Choose the Submit button to start the move/merge process.
4. Review the Mass Maintenance Execution Report for any errors.
If necessary, correct any errors then resubmit the move/merge
request.
5. (Optional) Purge the interim move/merge tables that were created
during the move/merge process.
Caution: We recommend that you purge tables only after you
have verified that the moved balances are correct. Once you
purge the tables, you cannot reverse the move/merge Operation.
To reverse a move/merge:
1. Navigate to the Mass Maintenance Workbench window.
2. Query the move/merge request that you want to reverse.
3. Choose the Reverse button.
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4. Enter a Line number to set the order of your recurring journal
entry lines.
5. Enter the Account you want General Ledger to update when you
generate and post your recurring journals. Do not enter a formula.
6. Enter the remaining lines and accounts for the recurring journal
entry.
7. Save your work.
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GL02 DAILY TRANSACTIONS
Note: The Status region on the Batch window will display the
current statuses for Posting, Funds reservation, and journal
Approval.
3. Choose Journals.
4. Enter a unique Journal name for the entry. If you do not enter a
journal name, General Ledger automatically assigns a name using
the following format: Source Journal ID Date. If you did not
enter a batch name before entering journals, General Ledger uses
the name of the first journal in the batch to create a default batch
name.
5. Enter the Period for the journal entry. If you entered a period at
the batch level, you must use the same period for each journal
entry in the batch. If you did not enter a period at the batch level,
choose any Open or Future Enterable period for your journal
entry. Note that you can only post journals in Open periods.
Note: If you enter a period prior to the current accounting period
and the user profile option Journals: Enable Prior Period
Notification is set to Yes, General Ledger displays a message
indicating that you are entering a prior period journal. You must
confirm that this is what you want to do.
Additional Information: Balance Type is a display–only field. It
displays Actual when you are entering actual journals and Budget
when you are entering budget journals.
6. Accept or change the default Effective Date for the journal entry.
This will be the GL date of your transaction
7. Change the Category to describe the purpose of your journal
entry, (e.g. accrual, payments, adjustments etc.). All lines in a
journal entry share the same journal category.
8. Enter an optional Description for the journal entry. General
Ledger uses this as the default description for each journal entry
line. You can change the journal entry description as necessary.
9. Enter a Control Total if you want to verify the total debits for the
journal lines against the journal control total.
10. Accept the default Currency (the functional currency for your set
of books), or change the journal currency to enter a foreign
currency. (If the journal you enter is in a foreign currency, see
Entering Journals in a Foreign Currency, page 7)
11. Choose More Details to enter optional reference information
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about the journal entry in the More Details window.
• (Optional) Enter a Reference description to further identify
the journal entry on general ledger and journal entry reports.
2.2. Entering 1. Repeat the above process and choose the appropriate currency in
Journals in a the Currency field list of values.
Foreign
Currency
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by specifying a unique Group ID for each request. General
Ledger imports data with the journal entry source and group ID
combination you specify. If you do not specify a group ID,
General Ledger imports data from the specified journal entry
source with no corresponding group ID.
Caution: Do not specify more than 20 Source/Group ID
combinations per import. Journal Import cannot process more
than 20 Source/Group ID combinations at once.
4. Choose Import Descriptive Flexfields if you have any DFF on the
transactions that you are importing from that source, and to
import them with validation. (In most cases, Import DFF, No,
With & Without Validation should be blank).
5. (Optional) Enter a Date Range to have General Ledger import
only journals with accounting dates in that range. If you do not
specify a date range, General Ledger imports all journals data.
6. Choose Import to submit a concurrent process to import journals.
General Ledger names the resulting batch as follows:
You cannot correct journals here if they have errors. This part is
only for information to see which journal has what error. Go to
the relevant sub-ledger, create the correct entry and re-post the
transaction
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You see the Batch name and the posting Period, as well as the
Balance Type, indicating whether your batch affects Budget,
Actual, or Encumbrance balances. Choose the Review Batch
button to review the details of your journal batch.
3. Review the Period Status and Post Status to determine if a batch
is available for posting. You can post actual batches to open
periods, budget batches to periods in an open budget year, and
encumbrance batches to any period up to the last period in the
latest open encumbrance year.
4. (Optional) Check the Control Total for the journal entry batch, if
you entered one. If the control total does not equal Total Entered
Debits and Total Entered Credits, you cannot post the batch,
unless you allow suspense posting.
5. Select the journal batches you want to post by checking the box
Next to each batch.
6. Choose Post to submit a concurrent request to post the selected
journal batches. If you are using budgetary control and have not
approved a journal batch before posting, the Posting program will
attempt to reserve funds and if successful, post the batch. If the
funds reservation is unsuccessful, the Posting program will mark
the batch with an appropriate error.
7. After the concurrent process completes, review the Posting
Execution Report to determine if there were any errors during
posting.
2.7. Creating Journals>Genera To reverse a journal entry from the Enter Journals window when
Reversal te> Reversal the journal entry has a defined reversal period and reversal
Journal method:
Entries
1. Navigate to the Enter Journals window.
2. Query the batch and journal within the batch that you want to
reverse.
3. Choose Review Journal.
4. Choose More Details.
5. Choose Reverse Journal. General Ledger names the reversal
batch Reverses [Original Journal Entry Name] [Date] [Time].
6. Post the reversing journal batch.
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This method is often used when reversing accruals.
Change Sign: General Ledger creates your reversing journal by
changing the sign of your original journal amounts from positive
to
negative. This reversal method is often used when reversing
journals to correct data entry mistakes. General Ledger will
display your concurrent request ID. The reversal batch will be
named Reverses [Original Journal Entry
Name] [Date] [Time].
8. Post the reversing journal batch.
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GL03 CLOSING AND REPORTING
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revalue your account balances. The process names your
revaluation batch in the following format: Revalue <Period Name>
<Concurrent Request Date> <Concurrent Request Time>; for
example, Revalue JAN– 01 31– JAN– 01 15:34:00.
9. Use the Revaluation Execution Report (Click on the “View
Output” button on the requests Screen after Revaluation request
has been completed) to review the status of your account
revaluation. General Ledger automatically generates this Report
when you run revaluation.
10. Post the revaluation journal batch. (See Journal Posting, Page 9)
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3.4. Creating A Reports > To run a standard report, listing, or request set:
Trial Request >
Balance Standard 1. Navigate to the Submit Requests window.
(And Other 2. Choose whether to run a request or request set, then choose the
Standard Other > Report request or request set you want to run.
Reports) > Run 3. Enter the necessary request parameters.
4. Submit your request.
5. Review the status of your request.
You can review all of your requests at the same time, or you can
review only certain requests, based on the Request ID, phase or
status you specify. General Ledger provides detailed information
about your request, including request time, start time, report
options, priority, status and much more.
3. Enter the Row Set and Column Set to use for the report.
4. (Optional) Enter the Content Set, Row Order, and/or Display Set
to use for the report.
5. (Optional) Enter Segment Override values for the account
segments you want to override. When you enter a segment
override value, FSG produces a report for the specific value you
specify. For example, assume you have a report definition, which
produces a combined assets report for four companies. If you
modify the report definition to add a segment override for
company 02, then FSG will print an assets report for company 02
only. Note: If a segment you override is subsequently disabled, the
Segment Override definition becomes invalid and you must
redefine your report.
6. (Optional) Enter a default Currency for the report. FSG uses this
currency only for those rows and columns to which you did not
assign a currency when you defined row and column sets.
7. (Optional) Select a Rounding Option to use for calculations in the
report: Calculate Then Round: FSG performs calculations before
any rounding. Round Then Calculate: FSG rounds values before
they are used in calculations.
8. (Optional) Select a Level of Detail for the report. There are three
options, which correspond to the levels of detail you can assign to
rows and columns. If you specify a level of detail for your report,
FSG will only print those rows and columns with matching levels
of detail. Note: If you do not enter a level of detail for a report, the
system will assume the level of detail is Financial Analyst.
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9. Enter an Output Option for your report: Text: Produces a report in
standard text form (no tab–delimited columns). If you download
the report to a spreadsheet, you must manually parse the report
columns. The default is Text. Tab–Delimited: Produces a report
whose columns are delimited by tabs, making it easier to import
the report into a spreadsheet. Spreadsheet: Produces a report
designed specifically for downloading to Applications Desktop
Integrator.
10. If the row or column set has control values assigned, you can
assign budgets, encumbrance types, and currencies to those values.
11. Save your work.
12. Choose Run Report.
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GL04 BUDGETING
When you require budget journals, you can only use budget entry
methods that create journals, namely budget journals, budget
transfers, Mass Budgets, consolidation of budget balances, and the
Applications Desktop Integrator’s Journal Wizard.
4.2. Creating Budgets>Define 1. Enter a Name and Description for your budget organization.
Budget > Organisation • To define a new budget organization that includes only specific
Organisatio ranges of accounts, enter a unique name.
ns • If you have one or more budget organizations defined already,
you can create a budget organization named ”ALL” that
automatically includes all accounts that are assigned to any
budget organization. To do this, enter ”ALL” as the budget
organization Name.
2. Enter the sort and display options.
The Ordering Segment is the account segment General Ledger uses
to sort accounts when you review the budget organization
assignments, and when you use the Enter Budget Amounts and
Enter Budget Journals windows.
Specify the Display Sequence for your account segments. You can
use this sequence to change the order of your account segments on
the Enter Budget Amounts and Enter Budget Journals windows.
For each segment, enter a unique sequence number from 1 to n,
where n is the number of segments in your account.
3. Enter Effective From and To Dates if you want to set a specific
range of time when you can use this budget organization.
4. Assign accounts to the budget organization.
• To assign ranges of accounts to the budget organization, choose
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Ranges.
• To copy account ranges from an existing budget organization,
choose AutoCopy.
NOTE: If you are creating an ”ALL” budget organization, you do
not need to assign accounts.
5. Save your work. General Ledger launches a concurrent process to
assign the accounts.
6. After the concurrent process finishes, run the Budget Organization
Listing to check your work
4.3. Entering Journal Entry To upload journal entries from a journal worksheet to the
Budget From interface table:
Journals Application
Desktop 1. While viewing your journal worksheet, choose General Ledger
Integrator (ADI) from the ADI toolbar and select Upload to Interface from the list of
values.
2. Enter your Journal Upload Options.
3. Choose OK to start the journal upload, or Cancel to abandon.
For rows that do not upload successfully, the system provides an
explanation in the Messages section of the journal worksheet. If
you selected Show Upload Success Indicator from the general
options window, the system also displays status indicators in the
Messages section for each journal line.
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currency.
6. Choose Journal Mode from the region poplist to enter budget
amounts in a journal format.
You can also use Single Row Mode or Worksheet Mode to enter
budget journal amounts. However, you can only generate budget
journals from these entry modes when you use the Enter Budget
Journals window.
7. Enter or query the Account to which you want to budget. You can
also switch to Worksheet Mode to easily query accounts, then
return to Journal Mode to enter budget journals.
8. Enter a Debit or Credit amount for each period. Do not enter
journal amounts if you want to use budget rules to calculate and
distribute budget amounts.
9. Choose Create Journals to create a budget journal batch. If you are
using budgetary control, you specify a funds action when you
create the batch.
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