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ORACLE GL USER MANUAL

ORACLE FINANCIALS USER GUIDE

International Institute of Tropical


Agriculture

General Ledger

Author: Oracle Implementation Team


Creation Date: October 22, 2001
Last Updated:
Control Number:
Version:
ORACLE GL USER MANUAL

OUTLINE

Page
1. GENERAL TRANSACTIONS 1

1.1. Creating New Accounts or Cost Centres 1


1.2. Closing a Cost Centre or Account 1
1.3. Transferring balance of a closed cost centre 2
1.4. Defining Recurring Journals 3

2. DAILY TRANSACTIONS 5

2.1. Journal Entry 5


2.2. Entering journals in a foreign currency 6
2.3. Entering weekly currency rates 6
2.4. Importing journals from sub ledgers 6
2.5. Running the "Program Create Journals" 7
2.6. Posting journals 7
2.7. Creating reversal journal entries 8

3. CLOSING AND REPORTING 10

3.1. Reconciliation with sub ledgers 10


3.2. Running revaluation 10
3.3. Creating closing and opening journals 11
3.4. Creating the trial balance 13
3.5. Creating the balance sheets 13
3.6. Period closing process 14

4. BUDGETING 15

4.1. Creating budgets 15


4.2. Creating budget organisation 15
4.3. Entering budget journals (JE Screen and ADI) 16
RULES FOR THE GENERAL LEDGER MODULE

General Ledger Module is the last checking point of all of the


transactions generated throughout the system.

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.

System Required GL Entries & Adjustments


FA Purchases and Sales
1. When the AP Accrual Acc will be changed to Asset Accrual, and posted, the
AP Accrual Account's balance need to be debited in GL with an adjustment
journal (please refer to FA User guide, Processes Section for the detail
transactions)
2. An Encumbrance Journal to debit the related Asset Expense account will be
raised.
3. Fixed asset sales will be entered as a journal in GL Module, using the
category 'FA Sales', where the related Bank/Cash account is debited and
Proceeds of Sales Account (5440.1122) is credited.

GL01 GENERAL TRANSACTIONS

TRANSACTION NAVIGATION TASKS


NATURE
1.1. Creating A Setup>Financials 1. Tick the Value Set button on the find Value Set Window
New Cost > 2. Enter IITA_COST_CENTRE or IITA_ACCOUNT in the name
Centre Or Flexfields>Key> field.
Account Values 3. Click Find
4. Press the “New Record” button on the tool bar to add the new
record
5. Enter the appropriate value into the “Value” column
6. Enter the appropriate Cost Center/Account details
7. Press tab
8. Check the “Enabled” checkbox
9. Save your work

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

1.3. Setup>Other>Ma To move or merge account balances:


Transferrin ss Maintenance
g Balance Note: Before closing the related cost centre, you should have
Of A Closed moved the balance(s) in that cost centre to a new cost centre.
Cost Centre
1. Enter a Request name and Description for your move/merge.
(USERNAME290CT01-01)
2. Select Move/Merge as the Request Type.
3. Enter the Line number 10 for the source– to– target account
specification.
4. Enter a unique Source account specification from which to move/
merge balances. You can also select your account segment values
from the list of values.
Note: If you enter values for all of the account segments, the
account must exist and must be enabled. If you enter values only
for some of the segments, the values you enter must exist
and be enabled.

Additional Information: Choose the Segment Values button if


you want to review your segment values. This will take you to
the Segment Values window. Use the menus to return to the
Mass Maintenance Workbench window.
5. Enter the Target account specification to which you want to
move/merge balances. You can also select your account segment
values from the list of values.
Note: The format of the target account specification must be the
same as the format you use for the source account. For example,
if you enter values only for some of your source segments, you
must enter values for the same segments of your target account
specification. If you enter a complete account as your source, you
must enter a complete account for your target.

Additional Information: Target accounts that do not exist will


be created if they pass cross– validation checking.
6. Continue entering account specifications until you are done.
7. (Optional) Choose the Prevalidate button to run the prevalidation
process. Review the execution report and correct any errors
before submitting the move/merge.

Additional Information: Generally, you should prevalidate your


account specifications if you plan to run your
move/merge unattended, such as overnight. The prevalidation
process helps ensure that your move/merge request completes
successfully. If you do not prevalidate, General Ledger will
still validate your account specifications when you submit the
move/merge.
8. 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.

1.4. Defining Journals>Define> To create a recurring journal batch:


Recurring Recurring
Journals 1. Navigate to the Define Recurring Journal Formula window.
2. Enter a Name (e.g. OVERHEADCALC_29OCT01.01) and
optional Description for the recurring journal batch.
3. If you want to copy entries from an existing recurring journal
batch to your new batch, choose AutoCopy Batch.
4. Create recurring journal entries for the batch. If you copied
entries, modify them, if necessary.
5. Save your work.
6. Generate recurring journals.
7. Review and post your generated recurring journal batches.
Suggestion: You can use Automatic Journal Scheduling to
generate your recurring journals according to a specific schedule
you define.
To enter a recurring journal entry line:
1. Navigate to the Define Recurring Journal Formula window.
2. Enter or query the batch name and the journal entry name.
3. Choose Lines.
4. Enter a Line number to set the order of your recurring journal
entry lines. You can indicate an automatic offsetting line for your
recurring journal entry by entering the line number 9999.
5. Enter the Account you want General Ledger to update when you
generate and post your recurring journals to the account line
6. Enter an optional Line Description for the recurring entry line.
7. Enter a Formula for the line.
8. Enter the remaining lines for the recurring journal entry.
Remember that you can use line number 9999 as the automatic
offsetting line for each recurring journal entry.
9. Save your work.

_ To create a skeleton journal entry:


1. Navigate to the Define Recurring Journal Formula window.
2. Enter or query the batch name and the journal entry name.
3. Choose Lines.

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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.

Journals>Define> _ To enter amounts for a skeleton entry:


Recurring
1. In the “Define Recurring Journal Formula” window, search for
the batch that you want to enter amounts.
2. Press “Generate” button to generate the recurring journal batch
that contains your skeleton entry.
3. Edit the unposted journal batch using the Enter Journals window,
and enter the journal line amounts.
4. Save the revised journals
5. Post the batch.

(See Post Journals, page 9)

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GL02 DAILY TRANSACTIONS

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2.1. Journal Entry Journals > Enter, 1. Navigate to the Enter Journals window.
then choose New 2. Enter or query the batch for which you are entering journals. To
enter a journal without entering batch information, choose New
Journal and proceed to Step 4.
• To enter journals for a new batch, choose New Batch and
enter the batch information.
• To add journals to an existing batch, query the batch and
choose Review Batch.

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

2.3. Entering Setup>Currencie To enter a single rate for a date range:


Weekly s> Rates>Daily 1. Navigate to the Daily Rates window.
Currency 2. Choose the Enter by Date Range button.
Rates The Enter Rates By Date Range window
appears.
3. Enter the From– Currency — the currency you want to convert
from using the rates you enter. You can choose any enabled
currency except STAT. General Ledger automatically displays
the functional currency for your set of books as the To– Currency
— the currency to which you want to convert.
4. As needed, change the To– Currency. If you enter the same
currency as your from– currency, you will receive an error.
5. Enter From Date and To Date to span your desired date range.
6. Enter the Conversion Date and choose “Corporate” as Type.
When you use this date and rate type to enter journals, General
Ledger automatically displays the rate you define here.
7. Enter the conversion rate you want General Ledger to use to
convert your from– currency amounts into you to– currency
equivalents. General Ledger automatically calculates the inverse
of the rate and displays it in the adjacent column.
• Enter a rate in the first column that converts your from–
currency to your to– currency. This is the rate that you
multiply your from– currency amount by to determine the
to– currency equivalent. For example, to convert AUD to
USD (Australian Dollars to U.S. Dollars), enter .7793 if the
rate is .7793 U.S. dollars per Australian dollar.
Note: If you run a query on a single rate that contains a range of
dates, your query results list each date within your specified date
range as a single row.

2.4. Importing Journals>Import To import journal entries to General Ledger:


Journals > Run
From Sub 1. Navigate to the Import Journals window.
Ledgers 2. Enter the Source from which you want Journal Import to create
journal entries. Choose one or more of the following Sources:
• Assets
• Inventory
• Paypers
• Payables
• Purchasing
• Receivables
• Spreadsheet
3. You can import data for the same or different sources in parallel

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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:

<REFERENCE1> <Source> <Request ID>: <Actual Flag>


<Group ID>; for example, 587–C Payables 18944: A 347.
7. Review the Journal Import Execution (Click on the “View
Output” button on the requests Screen after Journal Import
request has been completed) Report to determine the number of
errors in the import data, and how to correct any Journal Import
errors.

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

2.5. Running the Request 1. Navigate to the Run Requests window.


Create 2. Select the Create Journals Program.
Journals 3. Enter the Minimum Save Time. This is the minimum number of
Program hours that General Ledger waits before deleting funds checking
details. Once these details are deleted, you cannot view them
online or through reports.
4. In the Create Summary Journals field, enter Yes to summarize all
activity for the same Accounting Flexfield within each journal
entry in a batch into one debit and one credit journal line.
5. Enter the Run Options. You can set the Create Journal Program to
run once, or you can set it to run at regular intervals.
6. Submit the request.
2.6. Posting Journals>Post To post journal batches:
Journals
1. Navigate to the Post Journals window.
Note: You can also post a journal batch by choosing the Post
button from the More Actions window when you are entering or
reviewing a journal entry. This will post the entire batch
containing the journal you are entering or reviewing.
2. Query the journal Batch you want to post. You can also query all
unposted journal batches.

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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.

To reverse a journal entry that does not have a defined reversal


period, effective date (average balances enabled), and reversal
method:

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 Actions.
5. Choose Reverse Journal.
6. Select the Reversal Period. Choose OK, then select a reversal
method for your journal:
Switch Dr/Cr: General Ledger creates your reversing journal by
switching the debit and credit amounts of the original journal
entry.

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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.

To reverse an entire journal batch:

1. Navigate to the Enter Journals window.


2. Query the batch you want to reverse.
3. Choose Review Batch.
4. Choose More Actions.
5. Choose Reverse Batch to generate unposted reversal batches for
each entry.
If you did not assign a reversal period for one or more journal
entries, General Ledger prompts you for a default reversal period
6. Choose OK, then enter a reversal method:
Switch Dr/Cr: General Ledger creates your reversing journal by
switching the debit and credit amounts of the original journal
entry.
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.
Use Defaults: General Ledger uses the reversal method assigned
to the journal categories you used to create the journals in your
batch.
Once you choose a reversal method, General Ledger will submit
concurrent requests to reverse the journals in your batch.
7. Post the reversing journal batches.

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GL03 CLOSING AND REPORTING

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3.1. To be covered in a separate document
Reconciliati
on With
Sub
Ledgers
3.2. Running Currency> To revalue your account balances:
Revaluation Revaluation
1. Navigate to the Revalue Balances window.
Note: As you complete the remaining steps, note that the
Revalue Balances window may display various warning
messages, depending on the selections you make, especially if
either the currency you are revaluing or your functional
currency has a currency derivation of Euro, EMU, or Interim
EMU. If you receive a warning, review your entries carefully to
make sure they are correct.
2. Enter the accounting Period for the balances you want to revalue.
3. Enter the Unrealized Gain/Loss or Cumulative Translation
Adjustment Account to record net gains and losses from the
revaluation. The default is the account you entered for the previous
revaluation.
4. Choose one of the following Currency Options:

Single Currency: to revalue a particular foreign currency.


EURO+EMU: to revalue all currencies whose currency derivation
is EURO, EMU, and Interim EMU.
All Currencies: to revalue all foreign
currencies.

5. If you choose to revalue a single currency, enter the Currency to


use for the revaluation.
Note: You must define a period-end rate for your selected
accounting period and currency before running revaluation.
6. If you choose to revalue a single currency, you may need to enter
the Rate to use for the revaluation.
7. The Revalue Ranges region of the window automatically displays
the GL account number ranges last entered. You can use these
existing account numbers and proceed with the revaluation, or you
can delete the record (Edit>Delete Record) and enter a new
account number range or ranges.

Note: You can select balance sheet and income statement


accounts. Balance sheet accounts are revalued in accordance
with their year– to– date balances. Income statement accounts
are revalued using either their period– to– date or year– to– date
balances.

8. Choose Revalue. General Ledger launches a concurrent process to

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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)

3.3. Creating Reports>Reques To create income statement closing journals:


Year-End t>
Closing And Standard (select 1. Navigate to the Submit Request window.
Opening needed report 2. Choose to Submit a single request.
Journals and submit) The Submit Request Window appears.
(For Income 3. In the Request Name field, select Close Process: Create Income
Statement Statement Closing Journals program.
And 4. Complete the following parameters:
Balance Period: General Ledger defaults with the latest open period.
Sheet) Typically, you specify an adjustment period that represents the last
day of your fiscal year.
Account From: Enter the starting account range.
Account To Range: Enter the ending account range. The range
can span multiple balancing segments and include your entire chart
of accounts listing. General Ledger only extracts balances of
revenue and expense accounts within the range you specify.
Closing Account: specify a closing account, the retained earnings
account on the balance sheet.
Category: Income Statement Close automatically appears in this
field.
Note: If the closing account is an account within the range you
specified, General Ledger ignores this account when extracting
balances.
5. Choose OK to close the Parameters window.
6. Submit the program. The process generates journal entries that you
can view in the Enter Journals and Post Journals windows. The
journal source, Closing Journals and the journal category, Income
Statement, are assigned to this closing journal. You can specify
different names in the Journal Sources and Journal Categories
windows.
(See Post Journals, page 9)
7. Post your generated closing journals to update balances before
closing the period.

To populate new fiscal year income statement accounts balances:

1. Navigate to the Open and Close Period window. General Ledger


displays the Latest Open accounting period.
2. Change the Latest Open accounting period if necessary.
3. Choose the Open Next Period button.
The Open Period program automatically transfers the Y–T–D
income statement balances to Retained Earnings.

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To create balance sheet closing journals:

1. Navigate to the Submit Request window.


2. Choose to Submit a Single Request.
The Submit Request window appears.
3. In the Request Name field, select Close Process: Create Balance
Sheet Closing Journals program.
4. Complete the following parameters:
Period: General Ledger defaults with the latest open period.
Typically, you specify an adjustment period that represents the last
day of your fiscal year.
Account From: Enter the starting account range.
Account To Range: Enter the ending account range. The range
can span multiple balancing segments and include your
entire chart of accounts listing. General Ledger only extracts
balance sheet account balances within the range you specify.
Closing Account: you must specify a balance sheet closing
account. Category: Balance Sheet Close appears automatically in
this field.
Note: If the balance sheet closing account is within the range you
specified, General Ledger ignores this account when
extracting balances. Choose OK to close the Parameters window.
5. Submit the program. The process generates journal entries that you
can view in the Enter Journals and Post Journals windows. The
journal source, Closing Journals and the journal category, Balance
Sheet Close are assigned to this closing journal. You can specify
different names in the Journal Sources and Journal Categories
windows.
6. Post the generated closing journals to update balances before
closing the period.
(See Post Journals, page 9)

To populate new fiscal year balance sheet accounts:

1. Navigate to the Open and Close period window. General Ledger


displays the Latest Open accounting period.
2. Change the Latest Open accounting period if necessary to close the
last period of the year.
3. Choose the Open Next Period button to open the new year. The
Open Period program automatically transfers the Y–T–D
income statement balances to Retained Earnings.
4. Navigate to Enter Journals.
5. Query the Balance Sheet closing journals you generated at the end
of the year.
6. Reverse the closing journals in the first period of the new fiscal
year.
7. Post the generated journals.
The Open Period program automatically opens beginning account
balances for your balance sheet accounts.
Note: Use the More Details button in the Enter Journals window to
change the reversal period for journals in Average Balance Sets of
Books.

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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.

3.5. Creating Reports > Prerequisites


The Balance Define > Report • Define a row set.
Sheet • Optionally, define column sets, row orders, content sets, and
(And Other display sets.
FSG
Reports) To define a financial report:

1. Navigate to the Define Financial Report window.


2. Enter a Name, report Title, and Description for your report. The
report title is what FSG will print at the top of the report.

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.

3.6. Period GL Period end closing process:


Closing
Sequence 1. Upload of Subledger for GL interface.
2. Reconciliation with each Subledger. (See Section 3.1)
3. Run revaluation on all relevant accounts cash/bank foreign
currency.

For the period/year end sub-ledger closure, please refer to the


Consolidated Systemwide Period Closing/Opening Manuals (for
actual accounting) and Year End Carry Forward Manuals (for
encumbrance accounting

NOTE: All sub-ledger transactions must be uploaded onto the GL


interface and imported thereafter to GL. Reconciliation and
adjustments should be carried out prior to final closure in General
Ledger.

ADDITIONAL NOTE: All corrections and adjustments to sub-ledger


transactions should be carried out in the concerned sub-ledger

14
GL04 BUDGETING

TRANSACTION NAVIGATION TASKS


NATURE
4.1. Creating Budgets>Define 1. Enter a Name and Description for your budget.
Budgets >Budgets 2. The Require Budget Journals flag for your set of books, already be
selected and cannot be changed.

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.

Note: Budget journals maintain an audit trail for your budget


balances. Other budget entry methods update budget balances
directly.
Note: When you use budgetary control, you must use budget
journals to enter amounts in your funding budget (i.e., the budget
you use to enforce budgetary control).

3. Enter the First and Last period for your budget.


4. Assign a Master Budget if you want to track your budget amounts
against a control budget. You can choose any budget in your set of
books that has the same period range.
5. To open the first fiscal year of your budget, choose Open Next
Year.
General Ledger launches a concurrent request to open the next
year.

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

15
TRANSACTION NAVIGATION TASKS
NATURE
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.

To import journals from the interface table to General Ledger:


1. Choose General Ledger from the ADI toolbar, select Submit
Process and Journal Import.

Additional Information: You can upload a journal worksheet


more than once, effectively creating multiple journals from the
same spreadsheet.

2. Enter your Select Process Type options.


3. Choose OK to submit your request, or Cancel to abandon.
4. If the record you selected for import has journal lines with
different accounting dates, the system displays the range of
accounting dates included in your journal lines. To limit the lines
imported, enter a different date range, then Choose OK.

Journals>Enter To enter budget journals for a single account:

1. Navigate to the Enter Budget Journals window.


2. Specify the Budget Organization for the account to which you
want to budget. If the budget organization is password-protected,
you must enter the password before you can enter budget journals.
3. Enter the Budget you want to update. You cannot use a budget that
is frozen.
4. Enter the range of Accounting Periods to which you want to
budget.
5. Enter the Currency of the budget amounts you are entering. The
accounts must be assigned to the budget organization for this

16
TRANSACTION NAVIGATION TASKS
NATURE
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.

Additional Information: When you use Journal Mode, Balance


Type is a display–only field. It displays Budget when you are
entering budget journals. In the Enter Journals Window, this field
displays Actual when you are entering actual journals.

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.

17

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