lesson 1 gl new staff member - oracle general...

General Ledger (GL) Inquiries

General Ledger Entry

Document Summary

Product Owner / Author Antonet Müller

Editor Name Chimoné Barends

Date 2014/12/01

Time 08:00 AM

Template Verbose

Lesson Objectives

On completion of this lesson you should be able to:

Understand the definition and purpose of a General Ledger Entry Inquiry

Run a General Ledger Entry Inquiry

Understand and interpret the search results of the General Ledger Entry Inquiry

Drilldown to an E-doc

Export search results to an Excel spreadsheet

Lesson Scenario

As an existing staff member of the NWU you are required to work through this lesson, make some

notes if necessary and print out the documentation as a guideline.

This lesson will show you how to do a General Ledger Entry Inquiry, understand and interpret the

search results and be able to give correct information to those you report to.

In the examples in this lesson transactions were posted to the General Ledger and you need to do

an inquiry on the detail of these transactions.

Please note: The exact examples in this manual might not exist anymore on the database at the

time you work through this lesson. This is only for demonstration purposes. It is recommended that

you work through the E-doc manuals first and use your own E-doc examples in the Inquiry manuals.

Lesson Prerequisites

You need to be a NWU staff member that is registered on KFS as a user.

You need to understand that you have a responsibility towards the financial reporting of your

department and the university to interpret, understand and report in a responsible manner on these

General Ledger Entry Inquiry results.

General Ledger Entry Inquiry Page: 2 of 24

Table of Contents

1. Definition and purpose of a General Ledger Entry Inquiry

2. Navigation

3. Process overview

4. Lookup Criteria

5. Running a General Ledger Entry Inquiry

6. Understanding and interpretation of the search results

6.1. Additional information

6.2. Sorting the inquiry results

6.3. Debit / Credit view

7. Drilldown to an E-doc

8. Export search results to an Excel spreadsheet


1. Definition and purpose of a General Ledger Entry Inquiry

The General Ledger Entry inquiry displays the individual transactions that make up the balance in an

account.

It is the same inquiry that can be displayed by drilling down into the General Ledger Balance report, but

instead of drilling down from the General Ledger Balance screen you can go directly to this report by

selecting it from the main Balance Inquires menu.

The drilldown pattern of this inquiry is as follows:

o General Ledger Entry

o E-Doc

2. Navigation

KFS navigation: Main Menu > Balance Inquiries > General Ledger > General Leger Entry

Figure 1

Figure 2


3. Process overview

Figure 3

4. Lookup Criteria

Figure 4

A number of lookup criteria are displayed


Detail inquiry about a specific

transaction line on an account

General Ledger Entry Inquiry

Requested inquiry results

Reports back on inquiry

Figure 5

Fill in at least

o Fiscal Year, Chart Code, Organization Code / Account Number (but not both), and Fiscal Period or

o Fiscal Year and Document Number (Clear the Balance Type & Fiscal Period)

Balance Type Code defaults to AC but may be changed to other balance types (for example PE for Pre-

Encumbrances) or left blank to include all.

The lookup criteria default to

o the current fiscal year,

o balance type of AC (actuals) and

o the current fiscal period.

Use the lookup icon as necessary to select the criteria.

Select the desired Pending Ledger Entry Approved Indicator option. The Pending General Ledger inquiry offers

two alternatives for including the pending ledger entries:

o the ability to include all pending entries by selecting All or

o only those pending entries that are fully approved by selecting Approved.

Cancelled and disapproved pending entries are not pulled into the balance inquiry results.

Please note: Choosing to include all pending ledger entries in an inquiry can generate misleading results

because saved documents may contain incomplete or unbalanced accounting entries. Choosing to view all

pending ledger entries should be done with the understanding that unapproved entries may change drastically

prior to actually posting or they may not post at all.


5. Running a General Ledger Entry Inquiry

Figure 6

Complete the lookup criteria

Ensure that your Balance type is correct for the transaction you are doing the inquiry for. For example:

o AC – Actual

o PE – Pre Encumbrance

The most used method of running the report would be for an account.

By using this method you get all the transactions for that account and specific period.

1. Chart: Type M or M

2. Account: Type 1A00003 or 1A00003

3. Balance Type Code: AC

4. Fiscal Period: 10

5. Click on


Figure 7

You may use the wildcard * instead of completing the Fiscal Period to get the transactions for all the fiscal

periods within the Fiscal Year.

1. Chart: Type P or P

2. Account: Type *


4. Fiscal Period: *

5. Click on


Figure 8

It is also possible to run the inquiry for accounts of a specific source of funds by using the wildcard *.

By using this method you get all the transactions for that source of funds within a chart and organization or for

all accounts in the chart.

Please note: This may result in a large number of transactions.


2. Account: Type 3* for all source of funds 3 accounts.



5. Click on


Figure 9

Other methods of running the report would include running it for a specific document number.

By using this method you get all the accounting lines within that document number.

You can leave the Balance Type Code and Fiscal Period blank in order to run it for a document number.

1. Fiscal Year: 2014

2. Document Number: 3810

3. Click on


Figure 10

You can also run the inquiry by completing the Organization Code.

By using this method you get all the transaction lines for the Organization Code.



2. Organization Code: Type 1701 or 1701


4. Click on


Figure 11

You also could have run the inquiry by completing the Object Code.

By using this method you get all the transaction for only one object code, for example “Photocopying”.

You can run it for an object code per account or per organization, or when entering the wildcard * in the

Account field, you will get all the transactions for the specific object code on all accounts in a specific chart.



2. Account Number: Type *

3. Object Code: Type 2252 or 2252


5. Click on

Figure 12

The General Ledger Entry can also be run for other Balance Types, for example PE – Pre-encumbrance.

1. Chart: Type V or V

2. Account Number: Type 1A00009 or 1A00009

3. Balance Type Code: Type PE or PE



5. Click on

The option also exists to include pending entries.

The Pending General Ledger inquiry offers two alternatives for including the pending ledger entries:

o the ability to include all pending entries by selecting All or

o only those pending entries that are fully approved by selecting Approved.

Cancelled and disapproved pending entries are not pulled into the balance inquiry results.

Please note: Choosing to include all pending ledger entries in an inquiry can generate misleading results

because saved documents may contain incomplete or unbalanced accounting entries. Choosing to view all

pending ledger entries should be done with the understanding that unapproved entries may change drastically

prior to actually posting or they may not post at all.

“PENDING” or “APPROVED” are displayed in the inquiry results in the following examples.

Figure 13


Figure 14

6. Understanding and interpretation of the search results

Figure 15

Inquiry results columns

Column Description

Fiscal Year Used for the purposes of financial reporting. Indicates the fiscal year to which General Ledger entries were posted.

Chart Code One character that indicates the campus / high-level structure of the KFS Chart of Accounts that the Account are specific to.

Account Number An account identifies a pool of funds assigned to a specific university

organizational entry for a specific purpose. Indicates to which Account the transaction was allocated to.

Sub-Account Number Certain transactions could have been allocated to an optional finer level of detail within a particular account.

Object Code To classify the transaction as a specific income, expense, asset, liability or fund balance transaction.

Sub-Object Code An optional element of the accounting string related to the object code that allows you to create finer distinctions within a particular object code.

Balance Type Code Different types of balances might includeAC - ACTUALS (BALANCE SHEET)


EX - EXTERNAL ENCUMBRANCEPE - PRE-ENCUMBRANCECB - CURRENT BUDGETBB - BASE BUDGET

Object Type Code An attribute of Object Code that is used to identify its general use, such as income, asset, expense, liability or fund balance.

Fiscal Period Indicates the various periods to which General Ledger entries were posted.

Document Type To distinguish between the different types of transactions (e.g., DI, GEC, TF, RJV or PE)

Origin Code Identifies the source system from which the transaction originated.

Document Number A unique, sequential, system-assigned number for a document.

Transaction Ledger Entry

Description A short description that was entered when the transaction was captured

explaining each transaction.

Transaction Ledger Entry Amount Indicates the amount for each transaction.

Transaction Date When the transaction was captured.

Organization Document Number Free text from the Document Overview tab on the e-doc.

Project Code Identifies particular transactions that might span multiple accounts.

Organization Reference Id Free text field from the Accounting Line on the e-doc. Reference Identification Number assigned by Organization.

Reference Document Type Code The original document type code a transaction is referring to.

Column Description

Reference Origin Code In a transaction with a reference origin code, the code identifies the system that created the original transaction that was being corrected.

Reference Document Number In a transaction with a reference document number, the number

identifies the original document number of the transaction that was being corrected.

Pending Entry Approved Indicator Indicates if a transaction is still pending or already approved.

Organization Code Represents a unique identifier assigned to units at many different levels within the institution (for example, faculty, department, school etc.).

Account Group A smaller group of accounts within an organization to which the transaction belongs to.

The inquiry results list the transactions that meet your lookup criteria. From here you can drill down into the e-

doc that created the transaction.

6.1 Additional information


Figure 16

The underlined inquiry results will provide more information when you click on it.

1. Click on

Figure 17

2. Click on


Figure 18

6.2 Sorting the inquiry results

Figure 19


The inquiry results can be sorted by any of the columns’ values by clicking on the underlined column heading.

1. Click on for example. The results will be sorted according to Document numbers.

Figure 20

6.3 Debit / Credit view

Figure 21


The Debit/Credit view is optional

The default setting is to exclude the Debit/Credit view.

Excluding the Debit/Credit view means that you have to take the type of object in consideration to know if a

transaction line was a debit or a credit.

If a transaction amount is a positive amount, it acts according to the object type. If the object type is a credit,

and the amount is positive, then it was a credit line in the transaction.

If a transaction amount is a negative amount, then it acts against the object type. If the object type is a credit,

and the amount is a negative, then it was a debit line in the transaction.

By including the Debit/Credit view, you do not need to take the type of object into consideration. An additional

column indicates next to each amount if it was a debit or a credit.

1. Click on

Figure 22

Another example Excluding the Debit/Credit view


Figure 23

Another example Including the Debit/Credit view

Figure 24


7. Drilldown to an E-doc

Figure 25

You may drill down into detail when there is the Drill Down link available, or if the amount or other attribute (e-

doc, for example) is a hyperlink.

Figure 26

In the General Ledger Entry inquiry you may drill down to the actual e-doc from the document Number link.

1. Click on the document number to open the document.


2. Click on after reviewing the document.

8. Export search results to an Excel spreadsheet

Figure 27 To export the entire result list in .csv, spreadsheet, or .xml format, scroll to the bottom of the screen and click a

link to choose from among these options:


1. Click on at the bottom of the inquiry results.

Figure 28

2. Click on at the bottom of the screen.

Figure 29

3. Click on in the next screen in Excel

Figure 30

4. Save the document on your computer. You can now use Excel functions like sort, f i lter etc.

to process the data according to your reporting needs.


Lesson Summary

Having completed this lesson you should be able to:

Understand the definition and purpose of a General Ledger Entry Inquiry

Run a General Ledger Entry Inquiry

Understand and interpret the search results of the General Ledger Entry Inquiry

Drilldown to an E-doc

Export search results to an Excel spreadsheet


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