general ledger jam sessiongeneral ledger jam session kelly saxon. agenda •finance and accounting...

General Ledger Jam SessionKelly Saxon

Agenda

• Finance and Accounting Homepage• Approvals Tile• Dashboards• Budget Activity Report• Journal Wait Options• Journal Import Spreadsheet• Known Issues

Finance and Accounting Homepage

APPROVALS TILE

Approvals Tile• Manager Self Service homepage

Approvals Tile• Finance & Accounting homepage

Approvals Tile• Filter Options: Date Routed, From , Priority, Requestor, or

Type

Approvals Tile• User is able to filter by transaction type:

Approvals Tile• Select which transactions to approve, deny, pushback, or

hold.

Approvals Tile

• Requisition example:

Approvals Tile• View approval page

DASHBOARDS

Department Manager Dashboard

• Functionality delivered in December 2017 that allows Department Managers to view financial data, including budgets, pre-encumbrances, encumbrances, expenses, and the detail behind these numbers in one place.

• Target Users:1. Non-traditional financial users such as faculty and department managers2. Users that do not have current access to PeopleSoft Financials3. Current iStrategy users

Department Manager Dashboard• Navigation: BOR Menus > BOR General Ledger

Dashboard Benefits:

• Department Level Security• Drilldown capability• Export to Excel• Option to save search

criteria • Mobile functionality• Hourly refresh for data

Department Manager Dashboard

REL 5.50: Class, Program, and Project will be available on the prompt list.

Top Supplier Dashboard

• New functionality delivered last December that allows users to view their top supplier activity for a fiscal year.

• Dashboard is similar to the Department Manager Dashboard.• Drilldown capability into supplier information and voucher data.


• Navigation: BOR Menus > BOR Accounts Payable > Top Supplier

PO Open Encumbrance Dashboard• New functionality that will allow users to view Purchase Order open

encumbrances• Data is the same as the Open Encumbrance as of Accounting Period

report• Dashboard has similar functionality as previously release dashboards

such as the Department Manager Dashboard • Drilldown capability into Purchase Order information • Dashboard available in the GeorgiaFIRST Financials annual

maintenance release scheduled in November.

PO Open Encumbrance Dashboard• Navigation: BOR Menus > BOR Purchasing > PO Open Encumbrance

PO Open Encumbrance Dashboard•Dashboard Benefits:

• Near real-time data rather than previous day data• Department Level Security• Drilldown capability• Export to Excel• Option to save search criteria • Mobile functionality

PO Open Encumbrance Dashboard


Input prompt values and search:1. Business Unit2. Fiscal Year3. Accounting Period

Option to set view as a homepage

PO Open Encumbrance Dashboard• View of test user from Business Unit 53000 with all department

access:

PO Open Encumbrance Dashboard• Row filter allows the breakdown of chartfields. Example of balances

by fund and department:


• Drilldown example:


• BOR_PO_OPEN_CF_DTL query

• Input:• As of Fiscal Year• As of Accounting Period


• Drill to the Purchase Order Inquiry page

PO Open Encumbrance Dashboard• Purchase Order Inquiry page


• User will receive message stating they do not have access to page if security role is not present.


• Users will need one of these two security roles to access the expenses dashboard:

1. BOR_PO_ALLDEPT_ACCESS 2. BOR_PO_SELECT_DEPT_ACCESS

• If giving access to only certain departments, then department level security will also need to be added via PeopleTools > Security > User Profiles > iStrategy Department Security

BUDGET ACTIVITY REPORT

Budget Activity Report• Wildcard values From Project - To Project fields will produce data for

transactions with the requested chartstring with or without a project. • Current way the report produces data.

Budget Activity Report• Blank values in the From Project - To Project fields will produce data

for transactions with the requested chartstring and no project ids.

Budget Activity Report• Project ids in the From Project - To Project fields will produce data for

transactions with the requested chartstring and project ids.• Data will be grouped by project.

Budget Activity Report• Blank to project id in the From Project - To Project fields will produce

data for transactions with the requested chartstring with and without the project id.

• Data will be grouped by transactions without project first and then start individual project grouping.

Budget Activity Report• Department Chartfield Value Set

Budget Activity Report• Chartfield Value Sets

• Navigation: Set Up Financials/Supply Chain >Common Definitions > Design Chartfields > Chartfield Value Sets > Setup Chartfield Value Sets

Budget Activity Report• ChartField Value Sets

• Select ChartField Value Set • Report is produced for all departments listed in CFVS and broken out by

department value.

Wait Options for Journal Edit

• Oracle has added a new confirmation message asking the user if they wish to remain on the create or update journal entries page until the edit or post process is completed.


• If the user opts to leave the journal entry page, another message displays with details about the scheduled edit process. The user can later verify the journal edit process using the process instance number.


• Or

Spreadsheet Journal Import

Spreadsheet Journal Import• Journal Setup and Defaults are similar to old spreadsheet version.


• Creating the journal is the same as the current process.• ITS will configure the values on the Journal Entry Sheet to look like

the current version.

Spreadsheet Journal Import• Users will continue to user the Write to File process.• Analysts are currently system testing spreadsheet and will determine

if the Import Now option will be available again due to Single Sign-on combability.


• Spreadsheet Journal Import Request page:


• New files will be posted to the website • ITS will send out an announcement when files are ready• Users will be required to download the new files since Oracle will

no longer be supporting the older version with issues that arise.

https://www.usg.edu/gafirst-fin/documentation/category/general_job_aids_and_reference_documents

https://www.usg.edu/gafirst-fin/documentation/category/general_job_aids_and_reference_documents

Known Issues

• KI9.2-99_GL: Journal Spreadsheet Upload Error

• KI9.2-108_GL: nVision Drilldowns Running to Error

general ledger jam sessiongeneral ledger jam session kelly saxon. agenda •finance and accounting...

Documents