6/13/2005university of maine system 1 general ledger gl inquiry pages

6/13/2005 University of Maine System1

General General LedgerLedger

GL Inquiry PagesGL Inquiry Pages

6/13/2005University of Maine System2

GL Inquiry Pages GL Inquiry Pages OverviewOverview

Made in UMS WebFAST replacement Provides all the functionality of WebFAST and more!

Set your own search criteria and save for future use

Search for detail or summary values Print results in PDF format Download to Excel Access to data determined by security settings


AccessAccess

Login to PeopleSoft Portal From Portal Menu select:

University of Maine > Enterprise Applications > Financials When you select Financials link, new browser

window opens for PeopleSoft Financials From Financials menu select: University of Maine > General Ledger > GL Inquiry


New GL InquiryNew GL Inquiry

New GL Inquiry page opens with Find an Existing Value tab selected


First time you use GL Inquiry, need to enter GL Inquiry Search ID

Select Add a New Value tab



Enter name for your search in GL Inquiry Search ID field

Name may consist of up to 30 alpha/numeric characters and may include spaces

Select



Enter Search Enter Search CriteriaCriteria

Search Criteria page opensSearch name appears


Enter Fiscal Year & Accounting Enter Fiscal Year & Accounting PeriodPeriod

Look Up and select Accounting Period

Enter Fiscal Year


Consider Your Search Consider Your Search CriteriaCriteria

For each ChartField you include in your search criteria you can: Enter a specific ChartField value, or … Enter a node from a ChartField tree

If you are including more than one ChartField in your search criteria, can enter a specific value for one and a tree node value for another


Search Criteria - Detail Search Criteria - Detail ValueValue

Narrow results by entering first few digits of ChartField code before conducting look up

Enter ChartField Value related to your search


Search Criteria - Detail Search Criteria - Detail ValueValue

From Look Up page, select ChartField value or Description to enter it on Search Criteria page


Search Criteria - Detail Search Criteria - Detail SearchSearch

ChartField value appears in ChartField box on Search Criteria page


We use Trees to organize ChartField data, setup security, create summary reports and change organizational structure without changing entire system

Trees provide easy to follow visual representation of ChartField hierarchy

PeopleSoft PeopleSoft TreesTrees


Look Up Tree Look Up Tree NodeNode

To enter tree node in critera, click on Look up Tree icon adjacent to ChartField


Display and Select TreeNodes page opens

In this example, top level nodes on the Department tree for each Business Unit appears under the “AllDEPTS” node

Look Up Tree NodeLook Up Tree Node

Click on Expand Node icon to left of relevant node


Look Up Tree NodeLook Up Tree Node

Top level nodes on ChartField tree for the Business Unit will appear

System tracks path to selected node Nodes along path are clickable links


Can click on Expand Node icon to right of Business Unit to view all Business Unit tree nodes for ChartField



Might result in a list several pages long Advance to next page by clicking on next arrow



Continue drilling down until you reach relevant node

Click on node and choose on Display and Select TreeNodes page

To limit results, select Expand Node icon adjacent to top level node related to your search



Look Up Tree nodeLook Up Tree node

Node name appears in ChartField box on Search Criteria page


Can also use Find Value feature to locate and select tree nodes or specific value on a tree

From Display and Select TreeNodes page, select

Find Value Find Value FeatureFeature


Enter or look up the tree node name or enter its description in the Find Tree Node section, or… Enter all or part of the Department code or its description in the Find Detail Value section

Find Value FeatureFind Value Feature

Select when ready


Find Value FeatureFind Value Feature

Choose when ready


Save GL Inquiry Search Criteria

To use this search criteria in future, select after all criteria is set


GL Inquiry SearchGL Inquiry Search

Select


GL Inquiry Search ResultsGL Inquiry Search Results

One search result row will return for each combination of values that match criteria


GL Inquiry Search GL Inquiry Search ResultsResults

No value entered for a ChartField will return all values for the ChartField related to the set criteria, including blank



In this example, many rows returned for the set criteria

Each row represents a different combination of values resulting from the search



Select any link in a search result row to open Summary Display page


Summary Summary DisplayDisplay

Summary display of corresponding Asset/Liabilities and/or Revenues/Expenses appear in separate sections


Summary Display - Summary Display - AttributesAttributes

Select Attributes link to view corresponding FAST account values, effective dates and status…


Summary Display - Summary Display - AttributesAttributes


Refine SearchRefine Search

Select Refine Search button at any point to return to Search Criteria page


Display DetailsDisplay Details

Select Display Details radio button to view detail results


Display Display DetailDetail

Displays Account numbers

Detail page shows subtotals for each summary level and NET BALANCE


Download Results to Download Results to ExcelExcel

Select Excel icon to download results in adjacent section


Can print page to PDF at any point

Print Print ResultsResults

Click Print icon to start process to create PDF


Print ResultsPrint Results

Can print or save PDF file


View Journal Entry DetailsView Journal Entry Details

Select underlined value to access Journal Details page


Journal Details PageJournal Details Page

Page lists lines from all journal entries submitted for period


Journal Details PageJournal Details Page

Information entered on journal line displays in Journal Entries section

Click on Journal ID link to display Journal Header and other Information


Journal HeaderJournal Header

Information entered on Header page of corresponding journal entry appears here

6/13/2005university of maine system 1 general ledger gl inquiry pages

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