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General Ledger – User Manual Version 30.0
General Ledger – User Manual Version 30.0
General Ledger – User Manual
Implementation of Management Information System (MIS)
Including Financial Management System (FMS)
ICAR
Version No.: 30.0
INDIAN AGRICULTURAL STATISTICS RESEARCH INSTITUTE
(INDIAN COUNCIL OF AGRICULTURAL RESEARCH)
LIBRARY AVENUE, PUSA, NEW DELHI – 110 012
www.iasri.res.in
2013
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Project Team
Mission Leader Dr. N.S. Rathor, DDG (Engg.)
IASRI, New Delhi (Lead Institute)
Dr. A.K. Choubey, HoD, CA
Dr. Alka Arora, Sr. Scientist
Dr. Sudeep Marwaha, Sr. Scientist
Smt. Shashi Dahiya, Scientist
Sh. S. N. Islam, Scientist
Dr. Anshu Bhardwaj, Scientist
Sh. Soumen Pal, Scientist (till 30th September, 2012)
Sh. A.P. Sharma, S.F&AO
Sh. K.P.S. Gautam, SAO
IBM Team
Sh. Amit Bothra
Sh. Sameer Sachdeva
Sh. Anil Sharma
Sh. Ravi Kant Singh
Sh. Navroz Singh Dhillon
Sh. Pushpendu Roy
Sh. Sapthagiri Srirangam
Sh. Amarnath Vankadara
Sh. Himanshu Garg
Smt. Sneha Yadav
Sh. Sourabh Kumar
Sh. Nitin Batta
Smt. Lakshmi Sowmya
List of Resource Personnel
ICAR
Sh. Devendra Kumar, Dir (F)
Sh. Sanjay Gupta, Dir (A) (till July, 2012)
Sh. J. Ravi, Dir (P)
Dr AK Vasisht, ADG(PIM/ESM)
Ms. Namrta Sharma, DS (P)
Sh. Rupesh Sharma, SO (GA)
Sh. Harpal, SO (Cash-I)
Sh. Dilip Roy, CASH DISBURSEMENT
Sh. SK Behera, DS (GAC)
Sh. Rajiv Mangotra, DS (P)
Smt. Rashmi Rao, Deputy Director Finance
Sh. GP Sharma, DDF
Sh. S K Pathak, SF&AO
Sh. S K Sharma, F&AO
Smt. Sunita Arya, SF&AO
Smt. Rajashree Sunil, US (Tech & WS)
Sh. Naresh Kumar Arora, F&AO (Edn)
Sh. Kanhaiya Lal Chowdhary, DS (Edn)
NDRI, Karnal
Sh. J.K. Kewalramani, JD (Admn) & Registrar
Sh. Vishal Acharya, AF&AO
Sh. Brahm Parkash, AAO
Sh. S George, CF&AO
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CIFE, MUMBAI
Sh. Suresh Chandra, CF&AO
Sh. Suresh Kumar, CAO
Dr. S. Jahageerdar, Officer In-Charge, IT
NAARM, Hyderabad
Sh. Sanjay Kant, JD (Admn) & Registrar
Sh. Jakir Hussain Khilji, F &AO
CMFRI
Sh. Rakesh Kumar, CAO
Sh. AV Joseph, SF&AO
CRIJAF
Sh. K.P. Nath, F&AO
Sh. M.K. Pachauri, SAO
Dr. D. Barman, Scientist
NBPGR
Sh. B K Bansal, F&AO
Sh. S K Sinha, SAO
IARI
Sh. Radhey Shyam, CF&AO
Sh. P.K. Jain, CAO
DKMA
Sh. Himanshu, Scientist, DIPA, ICAR
Sh. Naresh Kumar Arora, F&AO(Edn)
NAIP
Sh. S Bilgrami, CF&AO
Sh. Kumar Rajesh, US
IVRI
Sh. Pankaj Kumar, Joint Secretary
ICAR-REC
Sh. Pushapanayak, CAO
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DOCUMENT RELEASE NOTICE
General Ledger – User Manual Document
Version no: 30.0
Release no: All Releases
Date of Release : 20th August 2013
Client : Indian Council of Agricultural Research
Project : FMS & MIS Implementation
Author : Amarnath Vankadara
Reviewer : Amarnath Vankadara Date: 20th August 2013
Approved by : Date:
Control Assurance by : Date:
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REVISION HISTORY
Document No.:
Document Title: Payables– User Manual Document
Version
No.
Issue Date Change Details Owner Approved By Remarks
1.0 20th August 2013 No Previous Document Himanshu
10.0 14th October 2014 Reviewed Version 1.0 and made
applicable changes
Himanshu
20.0 23rd May 2015 Reviewed Version 10.0 and
changed the URL
Sneha
30.0 18th Aug 2018 Reviewed Version 20.0 Sneha Gayatri Gakher
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Table of Contents
1 INTRODUCTION ................................................................................................................................................................................................................................... 7
1.1 ABOUT THIS DOCUMENT ..................................................................................................................................................................................................................... 7 1.2 ENVISIONED CHART OF ACCOUNTS (COA) STRUCTURE .................................................................................................................................................................... 8 1.3 IMPORTANT KEYBOARD SHORTCUT .................................................................................................................................................................................................... 9 1.4 JOURNAL ENTRIES ............................................................................................................................................................................................................................ 10
2 LOGGING INTO ORACLE APPLICATIONS ................................................................................................................................................................................. 12
3 CREATION OF MANUAL JOURNALS ............................................................................................................................................................................................ 13
4 POSTING OF MANUAL JOURNALS ............................................................................................................................................................................................... 19
5 JOURNAL INQUIRY ........................................................................................................................................................................................................................... 23
6 CONCURRENT PROGRAMS ............................................................................................................................................................................................................ 26
6.1 ICAR ACCOUNT ANALYSIS REPORT ................................................................................................................................................................................................ 26 6.2 PROCESS TO RUN TRIAL BALANCE ................................................................................................................................................................................................... 31
6.3 Process to Run ICAR General Ledger Status Report…………………………………………………………………………………………………………. 34
7 REPORT MANAGER - FOR RUNNING FINANCIAL REPORTS................................................................................................................................................ 38
7.1 RUN REPORTS .................................................................................................................................................................................................................................. 38 7.1.1 Balance Sheet .......................................................................................................................................................................................................................... 38 7.1.2 Income & Expenditure ............................................................................................................................................................................................................. 51 7.1.3 Schedules forming part of Annual Accounts ............................................................................................................................................................................ 59
7.2 PROCESS TO VIEW SAVED REPORTS ................................................................................................................................................................................................. 67 7.3 PROCESS TO CREATE A NEW FOLDER FOR STORAGE ........................................................................................................................................................................ 72
8. FINANCE ACTION IN PAYROLL ......................................................................................................................................................................................................... 75
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1 Introduction
1.1 About this document
This document covers the above mentioned contents of the following module:
❖ General Ledger
The document has been developed by the IBM Team based on the inputs from the ICAR Team.
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1.2 Envisioned Chart of Accounts (COA) Structure
Process Map
Fund Type SchemeNatural
AccountDivision Future 1Institute Future 2
Segment Remarks
Institute Intended to Capture Institute Name.
Proposed Balancing Segment
Fund Type Intended to capture Grants/ Grants NEH/ Grants TSP etc
Scheme Intended to capture Scheme Number
Division Intended to capture Division
Natural Account Natural Account Value
Future1 For future use
Future2 For future use
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1.3 Important Keyboard shortcut
Function/Purpose Keyboard Shortcut
Enter into query mode F11
Query with partial information Prefix or suffix with % Execute query CTRL + F11
Close/Exit screen F4
Invoke List of Values CTRL + L
Insert duplicate field SHIFT +F5
Insert duplicate record SHIFT +F6
To query the form:
1. For query, first press F11.
2. Give partial information on screen like partial invoice name, number and prefix or suffix with %.
3. Execute the query by pressing CTRL and F11.
List of Value (LOV)
LOV is a UI component that facilitates the completion of a text entry field when there are numerous values that may be assigned. LOVs
are a useful alternative to drop-down lists, particularly in cases where displaying a long list of selections in a drop-down list would require
excessive scrolling.
Search within LOV list
1. Click on the LOV icon.
2. The list of LOV is displayed.
3. If short list then scroll and select the required value. Press OK.
4. If the LOV list is long, then enter any partial/full value and suffix with the ‘%’ in the Find field. The ‘%’ as prefix and suffix is
also used where the subsequent word(s) of the total value is used for query.
5. Then click Find button.
6. This displays a shortened list of values that will match the query submitted.
7. Select the value desired and click OK. The original text entry screen is populated.
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1.4 Journal Entries
Process Overview
Description
• Audit and Accounts section will create Manual Journals (Adjustment Journals).
• Year-end Adjustments entries to be passed in GL directly
Journal Entries from Oracle Receivables
• Entries relating to Sales Invoices, Trade Receipts entered in Receivables will be imported in General Ledger
Journal Entries from Oracle Payables
• Entries relating to Purchase Invoices and Payments entered in Payables will be imported in General Ledger
Journal Entries from Oracle Assets
• Capitalization, depreciation, retirement, adjustment entries will be imported in General Ledger
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Process
Overview
Perform financial
activities requiring
journal entries
Enter Journals by Audit
and Accounts
Post Journal by
Audit and
Accounts
Funds Check
passed
Do Funds Check
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2 Logging into Oracle Applications
Navigation
• Open the link for the Oracle Instance
https://icarerp.iasri.res.in
Logging into Oracle
Applications • Enter the Username and password as provided (individual user name/password to be used). Password needs to be changed on
first time login.
• On logging into the application, a new page consisting of the responsibilities assigned to the user and the active notifications
for the user will open up
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3 Creation of Manual Journals
Purpose
• The purpose to create manual journals in General Ledger is mainly for passing adjustment entries. This is required when an incorrect
treatment is being done in some other sub-module, and accounting is done.
• Following is the way to pass a journal:
• Journal: General Ledger will create a batch for each journal entry automatically, using the source (Manual) combined with a
unique batch ID and the system date.
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Creation of Manual
Journals
• Login → xxx General Ledger → Enter
• Click on Open or Enter on the Keyboard
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Creation of
Manual Journals
• To create a new Journal click on “New Journal”
• Journal screen will open.
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Creation of Manual
Journals
Save Button
Header Section
Detail Section
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Creation of Manual
Journals
Entering Header Section of a Journal
Steps:
1. Journal: Enter the Journal Name. If left blank system will generate a running manual number.
2. Period: Select the Period in which the general needs to be entered.
3. Category: Select Miscellaneous for adjustment journals as shown below.
4. Effective Date: Enter the date (on which the Voucher is to be accounted
5. Description: Enter the Narration for the voucher in the Description field.
In the Detailed section, the adjustment entry needs to be passed.
Entering Detail Section of a Journal
Steps:
1. Line: Give first line as number 1, and the credit line as number 2.
2. Account: Enter the amount to be debited /credited in the respective fields. Which account is to be debited/credited will depend
upon the adjustment to be done. Click on account to select the correct code combination.
3. Description: You can additionally enter the description for individual line item.
4. Debit/Credit: Enter the amount. Since it is passing of a journal entry only, the total of debit and credit shall match to pass a
successful journal.
For example an invoice shall be booked under the head Postage and Telegram, but instead booked and accounted under
wrong head.
Then we need to pass a rectification journal for this in the Journals screen. This screen is used to enter a journal entry
manually.
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Creation of Manual
Journals
• After entering the entry, click on Check Funds to check for the availability of funds.
• Click on ok on the message.
• If funds are available then click on save button and close the window. The system will generate the voucher number.
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4 Posting of Manual Journals
Purpose
• Once manual journals are created, they need to be posted in General Ledger to update the account balances. Posting can be done by
selecting a single journal, a journal batch or a group of journals.
Navigation
• Login → General Ledger Super User → Journals→Enter
• Click on open. The “Find Journal Batches” screen will be displayed.
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Posting of Manual
Journals
• To query an existing Journal enter any or a combination of following criteria:
a) Query it Based on the Batch Name. If a single journal was created, then enter the Journal name with %, and search
for the journal.
b) For a particular period (like for Jan-13, Mar-13 etc.)
c) Click on Find.
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Posting of Manual
Journals
• In the “Post Journals” screen, you will find all the journals that have not been posted.
• Steps:
1. Select the journal to be posted.
2. Preview the journal batch by clicking on the “Review Batch”. This will be applicable if the query screen returns a journal
batch (and not a single journal).
3. Post the journal or the journal batch by clicking on “Post” button
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Posting of Manual
Journals
1. A concurrent request will be submitted.
2. Click on Ok
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5 Journal Inquiry
Navigation
• Login → xxx General Ledger → Journals→ Enter
• Click on open.
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Journal Inquiry • Enter any of the Field information to inquire any Journal.
• Enter Ledger name as ICAR
• Enter the Journal or Batch name, or search in the List using %.
• Enter Period and click on Find button.
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Journal Inquiry
• It will reflect the Batch status, and other details.
• The status of the Journal that is posted will be reflected here.
• Click on Review Journal button to review the journal further.
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6 Concurrent Programs
6.1 ICAR Account Analysis Report
Overview • ICAR Account Analysis Report gives the analysis of any account which is entered in the parameters. This report will show
all the entries that are being entered in this account irrespective of the source, along with the User name who entered them.
Navigation • View →Request
Run the Concurrent
program “ICAR
Account Analysis
Report”
• Process for running any concurrent report is same.
Click here
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Concurrent
program ICAR
Account Analysis
Report
• Click on Submit a New Request
Click here
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Concurrent
program ICAR
Account Analysis
Report
• Click Ok for submitting Single Request
Click Ok
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Concurrent
program ICAR
Account Analysis
Report
• Enter the parameters as shown in figure.
• Click on Ok and again click on Submit Button and submit the request to run the report.
• For Example we want to analyze the flow of all the entries in Account 531009, in Institute 156.
Enter the Name
of the concurrent
program name
Enter the
Parameters
Since we want to analyze
entries from all the
schemes, fund types and
division coming into this
account, we have to select it
in following way
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Concurrent
program ICAR
Account Analysis
Report
• Click on Refresh Data. Program should be completed with status as Normal. As shown in figure.
• To View the result click on View output.
ICAR Account Analysis.xlsx
Request shall be
completed in status
as Completed and
Normal
Click on
View output
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6.2 Process to run Trial Balance
Concurrent
program Trial
Balance
• Process to run any concurrent program is same.
• Select ‘Trial Balance’ in the Name of the report and enter the parameters.
Enter the Name of
the concurrent
program name
Enter the
Parameters
Select the
combination for which
Trial Balance is to be
run. Select the
Institute name
Enter the page
break segment
as Institute
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Concurrent
program Trial
Balance
• Enter the parameters for running the report
Select the period,
Enter the Amount
type as Year to Date
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Concurrent
program Trial
Balance
• Click on Refresh, Program should be completed with status as Normal. As shown in fig:
Request shall be
completed in status
as Completed and
Normal
Click on
View output
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6.3 Process to run ICAR General Ledger Status Report
Concurrent
program ICAR
General Ledger
Status Report
• Process to run any concurrent program is same.
• Select ‘ICAR General Ledger Status Report’ in the Name of the report and enter the parameters.
Enter the Name of
the concurrent
program name
Enter the
Parameters
Enter the
institute name
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Concurrent
program General
Ledger Status
Report
• Enter the parameters for running the report
• Click on Refresh, Program should be completed with status as Normal. As shown in fig:
Request shall be
completed in status
as Completed and
Normal
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Concurrent
program ICAR
General Ledger
Status Report
Output
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Some other
Important Reports
ICAR Budget Fund Inquiry Report : This report details out the budget uploaded whether Funding or Budget Estimate and shows
the expenditure budget head wise
ICAR Receipts & payments Report: This Report gives the details of all receipts and payments done
Transaction Count Report: This report facilitates the audit section to view transactions done in the system
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7 Report Manager - For Running Financial Reports
7.1 Run Reports
7.1.1 Balance Sheet
Navigation Reports Manager →Financial Report submission
Process to run
Balance Sheet
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Process to run
Balance Sheet • Following screen will open in a new window.
• In Report Name, search the name of the report using %.
• Click on Magnifier glass button. It is used for making a search.
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Process to run
Balance Sheet • Select the report name by clicking on the Radio Button and then Select.
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Process to run
Balance Sheet • Enter the Period, and other details shall come automatically.
• Now, in additional parameters, click on the Magnifier button to open the screen
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Process to run
Balance Sheet • Following screen will open.
• Here enter the Ledger, and select the Institute name for which you want to extract the financial reports.
• The user can open find screen by clicking on the Magnifier button, and use % to search.
• Click on Apply.
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Process to run
Balance Sheet • Click on Next.
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Process to run
Balance Sheet • In step 2 of 5, the Default template will come.
• Click on Next.
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Process to run
Balance Sheet • Give a name to the report.
• All the reports that are being run through report manager have to be saved in some folder.
• To create a new folder, click ok + button
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Process to run
Balance Sheet • Give a name to the folder that you want to create and click on Apply.
• It would create a folder, with this name where you can save the reports.
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Process to run
Balance Sheet • After giving a name to the report, create a new folder if required.
• Reports can otherwise be saved in an existing folder also.
• Here, select the folder in which reports are to be saved.
• Check the radio button of that folder and click on Next.
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Process to run
Balance Sheet • Click on Next to move to the next step.
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Process to run
Balance Sheet • This is the final step, where you can review the details of the parameters for which you are going to run the report.
• If any changes are to be done then click on Back, else move forward and click on Submit.
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Process to run
Balance Sheet • Following confirmation will come, showing that the request has been submitted and saved in the folder.
• Click on Ok.
• The process to view these reports is explained in the further process.
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7.1.2 Income & Expenditure
Navigation • Reports Manager →Financial Report submission
Process to run
Income &
Expenditure report
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Process to run
Income &
Expenditure report
• Following screen shall open in a new window.
• In Report Name, search the name of the report using %.
• Click on Magnifier glass button. It is used for making a search and select Income & Expenditure.
• Enter the Period, and other details shall come automatically.
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Process to run
Income &
Expenditure report
• Now, in additional parameters, enter segment override.
• Click on the Magnifier button to open the screen
• Here enter the Ledger, and select the Institute name for which you wants to extract the financial reports.
• The user can open find screen by clicking on the Magnifier button, and use % to search. Select it and click on Next.
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Process to run
Income &
Expenditure report
• In step 2 of 5, the Default template will come.
• Click on Next.
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Process to run
Income &
Expenditure report
• After giving a name to the report, create a new folder if required.
• Reports can otherwise be saved in an existing folder also.
• Here, select the folder in which reports are to be saved.
• Check the radio button of that folder and click on Next.
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Process to run
Income &
Expenditure report
• Click on Next to move to the next step.
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Process to run
Income &
Expenditure report
• This is the final step, where you can review the details of the parameters for which you are going to run the report.
• If any changes are to be done then click on back, else move forward and click on Submit.
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Process to run
Income &
Expenditure report
• Following confirmation will come, showing that the request has been submitted and saved in the folder.
• Click on Ok.
• The process to view these reports are explained in the coming process. Follwing shall be the output of the request.
INCOME & EXPENDITURE.xlsx
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7.1.3 Schedules forming part of Annual Accounts
Navigation • Xxx Reports Manager →Financial Report submission
Process to run
Schedules forming
part of Annual
Accounts
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Process to run
Schedules forming
part of Annual
Accounts
• Following screen shall open in a new window.
• In Report Name, search the name of the report using %.
• Click on Magnifier glass button. It is used for making a search. Select the required report and click on Ok.
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Process to run
Schedules forming
part of Annual
Accounts
• Now, in additional parameters, enter segment override.
• Click on the Magnifier button to open the screen
• Here enter the Ledger, and select the Institute name for which you wants to extract the financial reports.
• The user can open find screen by clicking on the Magnifier button, and use % to search. Select it and click on Next.
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Process to run
Schedules forming
part of Annual
Accounts
• In step 2 of 5, the Default template will come.
• Click on Next.
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Process to run
Schedules forming
part of Annual
Accounts
• After giving a name to the report, create a new folder if required.
• Reports can otherwise be saved in an existing folder also.
• Here, select the folder in which reports are to be saved.
• Check the radio button of that folder and click on Next.
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Process to run
Schedules forming
part of Annual
Accounts
• Click on Next.
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Process to run
Schedules forming
part of Annual
Accounts
• This is the final step, where you can review the details of the parameters for which you are going to run the report.
• If any changes are to be done then click on back, else move forward and click on Submit.
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Process to run
Schedules forming
part of Annual
Accounts
• Following confirmation will come, showing that the request has been submitted and saved in the folder.
• Click on Ok.
The process to view these reports are explained in the coming process. Follwing shall be the output of the request.
Schedule 1&2.xlsx
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7.2 Process to View Saved Reports
Navigation • Reports Manager →Financial Report submission
Process to View
Saved Reports
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Process to View
Saved Reports • Rrepository management screen is the screen which will store all the reports which are ever generated from report
manager.
• It is a repository of the reports.
• Click on the + button to explore all the available folders.
• Now look for the folder in which the report was saved.
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Process to View
Saved Reports • Again click on + button to view all the stored reports in that particular folder.
• Click on the output button.
Output
button
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Process to View
Saved Reports • Here you can select the format in which you want the report to be generated.
• The reports can be generated in Excel, PDF and HTML formats.
• Click on the desired symbol.
• To generate report in excel format, click on excel symbol as shown.
• Following message will appear. Do not close the window since the report generation is in process. This message may not
come, if report manager does not take much of time to create a report.
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Process to View
Saved Reports • Following confirmation comes when the required report is being already generated in the required format as asked for.
• Open that report form your taskbar, which will keep on flashing once the report is generated.
BALANCE SHEET 2013.xlsx
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7.3 Process to Create a New Folder for Storage
Process to Create a
New Folder for
Storage
• All the reports that are being run through report manager have to be saved in some folder.
• To create a new folder, click on Add folder button (+).
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Process to Create a
New Folder for
Storage
• Give a name to the folder that you want to create and click on Apply.
• It would create a folder, with this name where you can save the reports.
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Process to Create a
New Folder for
Storage
• Here, you can select the folder in which reports are to be saved.
• Check the radio button of that folder and click on Next.
• You can see the folder that is created is appearing in the following screenshot.
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8. Finance Action After Payroll
Audit Section Role
in Payroll Posting • After the successful run of all the programs in Establishment section, Click on “XXX General Ledger”
Responsibility
• Click on Import Journal • Select source as Payroll, ledger as ICAR and specific value shall populate as soon as we click on the
list of values. • Then Click on import button
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• After import journal, click on View >>> Request>>Find, and then click on view output. • Copy the Batch Name from the Report Output as shown below:
• Go back to the Navigator and in xxx General Ledger responsibility, click on Enter.
Enter Journal Form will open up. Paste the copied Batch no. in batch column.
• Click on Find Button
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Now click on review journal
Review the entry properly by checking the account, fund type and amounts. Once verified, click on Post.
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Note : A bill with the net salary payable amount needs to be created by taking fund type as default and account as Salary AP Accrual Account and the payment will be made accordingly by the DDO Section